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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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Gmail Offline

Only available for the Google Chrome web browser.

To use Gmail Offline, one first needs to install the Offline app. Use this link to install the app. One should also install the Gmail Sync Offline Optimizer as noted in the link. Please follow and review all the information in this link as it contains useful information on the one-time setup for Gmail Offline as well as help on using this app. For additional help on using Gmail Offline, see the below information. For known issues with Gmail offline, see this link.

When you're using Gmail offline, all conversations in Starred and Drafts regardless of age are synced, but the Trash and Spam labels are never synced.

Gmail syncs your most recent conversations, and by default, we sync seven days of mail. Here's how to change the amount of mail that's synced:

  1. Open the Offline Google Mail app, and click the gear icon in the upper right corner.
  2. In the Download mail from past drop-down menu, select on week, two weeks, or a month.
  3. Click Apply at the bottom of the page.

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Gmail Search Tips

Searching in Gmail can help you find messages quickly and easily, but there are some tips that may help you get to your message more reliably:

  1. Watch this brief video on the best way to search for your messages.

  2. Use the full search term, not a partial word. A search for "conversatio" is not going to return the same results as "conversation" will. However, it handles plurals nicely: "conversation" and "conversations" will return the same results.

  3. When searching for a name, beware the autocomplete. Gmail's autocomplete feature replaces the name with the person's email address, which may not return the entire set of results for that person (as we have multiple valid email addresses at Notre Dame).

  4. If you want to avoid the auto-complete, there are a couple ways to do this:

    • The number one way to do this is to type what you want to search for  “John Doe” and make sure to hit the search key rather than the return/enter key.

    • Another method would be to add a “space” after your search term since a space after “John Doe “ is likely going to find the same results as no space. By entering the space after the word/phrase, one can avoid the auto-complete.

    • Finally, once the search returns results, look to the search bar to see what was actually used as the search criteria.

  5. For the 3 email addresses one has at Notre Dame, not to mention the ability for one to create an alias(es) address, searching for 'jdoe@nd.edu' could have different results than searching for "doe.1@nd.edu' or "John.X.Doe.1@nd.edu'. Most likely, these 3 searches will yield different results.

    • One tip for helping with these searches - look at your Contacts list. If you have multiple addresses for a contact, you may want to just keep the NetID@nd.edu contact or possibly the NetID@nd.edu and the person's preferred email address. To find a person's preferred email address, go to eds.nd.edu, click Search the ND Enterprise Directory, and enter either the name or NetID of a person. Look at the column labeled "Preferred email' (on the right, under the person's NetID).

  6. Advanced searching is available through the small, grey arrow in the search box. This will allow you to craft a more specific search.

  7. For even more advanced searches, you can see the entire list of advanced search operators at https://support.google.com/mail/answer/7190?hl=en

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Inserting a Photo into your Gmail Signature

To insert a photo into your signature, follow these steps:

  1. In Gmail, click on the gear icon and select Settings
  2. In the Signature box, type in your signature to be included in your messages
  3. In the menu above the signature box, select the icon for insert image
  4. Locate the image you wish to insert (it must be an image available to the public on the Internet)
  5. Click on the image or open/view the image in its own web page
  6. Select the url for that image (dialog box will pop up)
  7. Paste the url for the photo image in the box where prompted
  8. Click OK (view will return to Settings page)
  9. Click Save

For additional details on creating and modifying your signature, visit https://support.google.com/mail/answer/8395?hl=en

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Mail Merge

Mail Merges are done with YAMM (Yet Another Mail Merge).

How many emails can I send each day?

You are limited to 1500 email recipients per day per mailing account.

The quota of emails you can send is refreshed at the end of a 24-hour window; the exact time of this refresh, however, varies between users. That why, if you’ve used the tool yesterday, you might need to wait a few hours more to get your full quota today.

How do I include cc or bcc recipients from a column in the spreadsheet?

Simply add ‘cc’ or ‘bcc’ as the header for a column in your spreadsheet and the cc or bcc recipients will be retrieved from this column.  You can add several comma separated email addresses.  Each cc and bcc recipient counts against your quota.

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How do I dynamically insert the subject line from a column in the spreadsheet?

Simply add a new variable as the subject of your draft / template.

02

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How do I send only to some recipients in my sheet?  

If it doesn’t exist yet, add a column named ‘Merge status’ in your Sheet and add a 0 for all rows that should be skipped.

04

How do I receive or send custom notifications from Google Form Submissions?

There are multiple add-ons available to send emails upon form submissions. But YAMM makes it especially easy to use an alias, add cc, bcc, attachments, inline images,... as your mail templates are standard drafts in Gmail.

05

How do I configure and use email tracking?

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Once you have activated email tracking and sent emails, you’ll see a new entry in YAMM menu.

07

Click on this menu to check if your emails have been opened. For each email opened, in the column “Merge status”, the status will change from “EMAIL_SENT” to “EMAIL_OPENED” and a note in the cell will tell you how many times the email was opened and when was the last time it was opened (note that we are keeping the receipts in our database for only 4 days).

Important notes

  • If you have multiple recipients in the same row of your Sheet (or people added as cc or bcc), it creates only one email and you’ll be able to check if this email has been opened but not who (among the recipients) has opened it.

  • If you go to your “Sent Mail” folder in Gmail and open the email you sent, it will be counted as read.

  • In most email services, like Gmail, people can disable the display of images by default. In that case, we won’t be able to record a read, unless the recipient explicitly ask Gmail to display all images from your email.

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How are bounce messages and delivery failures handled?

You should receive a bounce message from Gmail, exactly like when you are sending messages to erroneous email addresses through the standard Gmail UI.

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Why did I receive an error “Exceeded maximum execution time?”

This happens because your email draft is too big for this application, usually because of big inline images or attachments. We recommend uploading images that are smaller than 500kb (0.5 mb) in the email.

When experiencing this issue, it’s best to create a new draft in Gmail rather than using your original, as Gmail tends to hide the big images instead of deleting them.

Why does it appear that the “Send from” field (alias picker) isn’t working in my tests?

This only happens when you try to send emails to yourself using the “Send me a test email” button. When sending emails to yourself, Gmail will automatically skip the alias setting.

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If you try to send emails to another email address, the alias will be used.

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Delegated contacts

Contacts delegation allows users to delegate full access to the contacts in their “My Contacts” group without granting access to their mail or anything else in their accounts. This is a common delegation practice between some executive users and their assistants and may be used in any situation where a user wishes to share all of his or her contacts with another user.

Note: Accounts accessed via a mobile device will not have this feature enabled. Contacts delegation is available in the desktop web user interface only.

Contacts delegation uses a familiar Apps sharing interface. You may delegate your contacts only to other users within your domain. Like mail delegation, you may delegate your contacts to no more than 25 other users at the same time.

Delegation allows the sharing of the entire “My Contacts” list only. You cannot delegate a subset of your “My Contacts” or delegate contacts not in your “My Contacts.” Delegates won't see delegator contacts show up in their autocomplete results or Contact Manager search results. This is expected behavior.

To delegate your contacts:

  • Go to Google Contacts.
  • Click the More pulldown menu immediately above your contacts list and select Manage Delegation Settings.
  • In the Add people text box, enter the email addresses of the users you wish to share your contacts.
  • Click Share & save to finish granting the specified users access to your contacts.

To work with contacts delegated to you:

  • Go to Google Contacts.
  • In the left navigation, click the Delegated Contacts group.
  • Under Delegated Contacts, view the names of users who have delegated their contacts to you. Click on the user’s name to enter their My Contacts group with full edit access.

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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.

    • 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 download mailto - this will allow you to send from Gmail by default. 

  • In the Search Extensions box, enter mailto
  • Click Install Now to install.

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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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Organizing Your Email

You may want to organize your email using labels (similar to folders), and to automatically filter some messages.  You’ll find instructions for doing so at https://support.google.com/mail/answer/6579?hl=en.  

Getting to Inbox Zero

Trying to keep your inbox clean with only messages that you still need to act on?  You might find the Send and Archive option useful. You can activate this option in Settings. When you reply to messages in the Inbox, you’ll see 2 Send buttons. Clicking on the blue Send+ will send your message and simultaneously archive it. The other Send button will send the message but keep it in your Inbox for additional action.

Archived Email

When you archive messages in Gmail, they remain on the server.  The only affect of selecting archive is that the Inbox label is removed from the message.  All archived messages will be in the All Mail label, as well as under any other label you've applied.  You'll find additional information about archiving messages at https://support.google.com/mail/answer/6576?hl=en

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Using Multiple Accounts in Google

Many people would like to access multiple Google accounts. For instance, besides your Notre Dame work account, you may have a personal Google account and a Notre Dame departmental account, all of which you would like to access easily and often.

Google makes this very easy. You have a few options:

Chrome Profiles (Recommended)

The Google Chrome browser allows you to create multiple user profiles so you can log into multiple Notre Dame accounts at the same time and keep them entirely separate. Each profile uses its own browser window, and can have different browser settings, extensions, etc. When you create a Chrome user profile for another Google account, you will be able to access all apps in that Google account, not just Gmail or calendar.

To create your own user profile in Chrome:

  1. From the Chrome menu, choose Sign in to Chrome.
  2. At the Chrome login screen, enter your ND email address, but leave the password field blank.
  3. Click Sign in and you will be taken to CAS to sign in with your NetID and password.

Note: Logging into Chrome with your Notre Dame account will automatically install a series of standard extensions. See Approved Apps and Extensions for more.

To create a Chrome user profile for a secondary ND account:

  1. From the Chrome menu, choose Settings > People > Add Person...
  2. Pick an icon and assign a name to the new profile, then click Create.
  3. At the Chrome login screen, enter this account's ND email address, but leave the password field blank.
  4. Click Sign in and you will be taken to CAS to sign in with your NetID and password.

To switch between profiles, click on the icon in your browser tab bar and choose the profile you want.

To learn more, see Manage multiple users on Chrome

Add account in Google

The Add account feature allows you to be logged into Google with your Notre Dame account and multiple other (non-ND) Google accounts at the same time.

To add another (non-ND) Google account when you are logged into your Notre Dame work account:

  1. Click on your account name or profile picture in the upper right.
  2. At the bottom of the dropdown, click Add account.
  3. Log in with your personal Google account login and password.

    add_account

To add your Notre Dame account when you are logged into your personal Google account:

  1. Click on your account name or profile picture in the upper right.
  2. At the bottom of the dropdown, click Add account.
  3. On the Google login page, enter your Notre Dame email address and no password. You will be redirected to the Notre Dame CAS login page where you can log in with your NetID and password.

Note: To close out of one Notre Dame account and open another, you will need to clear the cache and cookies from your browser.

Multiple Browsers

Some people prefer to keep their accounts completely separate by using multiple browsers. For instance, you could use Google Chrome for your Notre Dame account and Mozilla Firefox for your personal or departmental account. This is not recommended except in limited cases, as Chrome offers the maximum functionality for Google Apps.

Use Appropriate Permissions

You may be able to do what you need without logging into the other account at all. Instead, consider using features such as “Send as” or granting mailbox or calendar access.

Send as another account: This would allow you to change the From field in an email you are sending to send it from another account. This requires verification from the other account.

Set up mail delegation (Grant access to your email): This allows another person to grant you access to their email account. If you are granted this access, you can read, reply and send mail as this other person. You may wish to set up access to a departmental account this way.

Automatically forward emails to another account: This would automatically send emails from one account to another. You can set it so copies are kept in the original account.

Share your calendar with specific users: You can allow specific people to see event details, to make changes to events or make changes to events and manage sharing (the latter is not recommended). This can be a way to access a departmental calendar also.

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