Google Apps Questions & Answers

General

Why is the University using Google Apps?

Partnering with Google gives University students, faculty, and staff access to a suite of state-of-the art tools that enhances their ability to collaborate. The University and its users benefit in a number of other ways including improved service quality and a simplified support model for these core services, in comparison to similar services managed by the University.

The also University reduces equipment costs, license fees, and annual software maintenance and support costs by using Google's application and data storage servers, instead of purchasing and maintaining our own equipment. The Google Apps initiative saves the University an estimated $2 to $3 million per year and frees up time for University IT staff to do more work that directly supports the academic and research mission of the University.

What applications are available?

The University uses the Google Apps for Education Edition, which includes the following applications:

Core Apps
  • Gmail (email)
  • Google Docs (word processing, spreadsheets, and presentations)
  • Google Calendar
  • Google Chat (instant messaging)
  • Google Sites
Additional Apps
  • Google+
  • Google Hangouts (voice and video chat)
  • YouTube
  • ...and more!

Other Google features may be added, based on the recommendations and applicability. Any new features will be introduced only after complete and thorough review and testing.

How do I access my U of M Google account?

You will not be able to access your University account via the Google personal edition interface. Instead, use your University Internet ID and password to login at http://mail.umn.edu.

Email

When students graduate, will their University Alumni Email Address remain the same as it was before?

Yes.

Is there limit to how much email I can have or is there a limit for email sent to or from a Gmail account?

  • Google provides University accounts with unlimited storage.
  • Store as many Google Drive files, Gmail messages, and Google+ photos as you need. Drive for Education supports individual files up to 1TB in size.
  • Upload documents that you want to share in Drive instead of attaching to email.
  • In an effort to reduce spam and phishing, Google is instituting more stringent limitations on mass email. If you need to send email to groups of people, here are some resources to assist you:

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

Your University of Minnesota Google Apps account is totally separate from your personal Google/Gmail account, so nothing about your personal Google account will change. Your private account and institutional accounts will not be merged. Remember that you will need to use your University Internet ID and Password to access your University account.

Can I make email folders/subfolders in Gmail?

Google uses "labels" instead of folders to organize email. You can assign multiple labels to a message and even setup nested labels.

Can departmental and sponsored accounts sign up for Google?

Yes, departmental and sponsored accounts can sign up for a Google account and use Gmail.

Can I give a delegate access to my inbox in Gmail?

Yes, learn more about mail delegation in Gmail.

Will I be able to access my Google Mail and other apps from countries that censor Internet traffic?

It is Google's goal to make sure that all Google services are accessible everywhere. However, there are times when there may be service interruptions in certain countries that are beyond the control of Google and the University. This challenge exists regardless of the service provider. Of course, these interruptions don't just affect Google services, but other sites (Yahoo, Amazon, etc.), as well. Google continues to work to provide direct access to Google services in these countries.

The U of M makes available networking configurations and associated technologies such as Virtual Private Network (VPN) connection and secure shell (SSL) to help ensure ongoing access to your critical services such as Gmail, Google Calendar, and Google Docs. Users are encouraged to use a Virtual Private Network (VPN) connection, which may, in some cases, lessen the difficulty.

It is important to know that all University of Minnesota email still filters through the University network and is delivered from the U of M domain. 

Calendar

Can I share my calendar with people outside of the University?

Yes.

Other

Are there U of M templates for Sites and Forms?

Yes, and they are available on the University Relations Our Brand website.

Miscellaneous: Training, Help and Support

Where can I find support documentation? What about training classes?

Will Google Apps at the University of Minnesota accounts be accessible for users with disabilities?

The email application, Gmail, may be used with a screen reader for users with disabilities. More information is available at the related Google's Accessibility Help Center. The Google Docs Help Center on accessibility is not yet available, but University staff are working with Google on this issue.

Questions and comments

Please send any questions or comments about Google Apps for the University of Minnesota to Technology Help.