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General
Troubleshooting
Google Mail
Google Calendar
Docs
Security
General
What is the timeline for transitioning to Google Apps?
All students and faculty affiliated with a College and staff will be required to migrate to Google Mail. Some research centers are still evaluating security issues related to their particular contracts, but we expect that to be resolved soon. We have chosen to provide a generous window for individuals to opt-in to Google Mail in timeframe that will not disrupt their work and will accommodate personal schedules. We anticipate offering a window of several months. As the window for opting-in comes to a close and deadline for transition approaches, that information will be clearly communicated to all.
How do I activate my UAHuntsville Google Apps account?
Activate your Google account using the ITS custom portal page with your Charger ID credentials. There are two steps: first activate your Google account, and second activate your Google Mail to begin receiving incoming email via Google Mail.
How do I log in to my UAHuntsville Google Apps account?
Log into UAHuntsville's Google Apps Start Page: http://google.uah.edu using your Charger ID and password.
What if I already have a personal Google/Gmail account?
Your Google Apps account for chargerid@uah.edu is separate from your google.com/gmail account. They will not be combined. You will need to log in separately with each account's credentials to check email unless you choose to forward email to a single account. You can share calendars across the accounts too if you choose. For example, you can share your personal gmail calendar with your uah.edu account; thus you can see both when viewing your uah.edu account.
The only caveat would be for individuals that created a private gmail account that used the same address as their UAHuntsville account (name@uah.edu). We have found this to be the case in some limited instances causing an issue when accessing the Google Apps Calendar. If your private account has an @gmail.com ending you should be just fine.
What browsers work with Google Apps?
All recent versions of major browsers including IE, Safari, Opera, Firefox, and Chrome can be used with Google Apps. Visit Google's Supported browsers page for specifics.
What services are included with my UAHuntsville Google Apps account?
Your UAHuntsville Google Apps account includes Google Mail (e-mail), Google Calendar (calendaring), Google Talk (IM/chat), Google Docs (document, spreadsheet, and presentation applications), and Google Sites (websites). Other services may be added in the future as they are available and appropriate.
Can I log on to other Google-sponsored services with my UAHuntsville Google Apps account (e.g. gmail.com, blogger.com, etc.)?
Your UAHuntsville Google Apps username and password will only work with the services that have been deployed within the uah.edu 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 i.t. solutions is not able to let you know beforehand. You can visit (and subscribe) to Google Apps New Features Dashboard if you like. All applications should be considered Google's property and any feature requests should be directed to Google.
Troubleshooting
My Charger ID will not allow me to log into Google Apps. What could be the problem?
Have you activated your account yet using the ITS Portal: https://apps.uah.edu/ITSPortal/? You need to use the portal page to activate your account and sync your Google Apps account password. If you have already activated your account, try using the ITS portal to reset (synchronize) your Google Apps password to your Charger ID password.
How do I find out what my Charger ID and/or password is?
The portal page has the ability to look up your Charger ID using your Banner ID (A#). This may help you remember your ID/password. The ID/password should be the same as you would use for ANGEL or the wireless network. If you do not know your password you should contact TAG (phone: 256-824-3333 | email: tag@uah.edu) so it can be reset.
My email is not being delivered to my Google Apps account. What could be the problem?
Have you activated your account yet using the ITS Portal? Email activation is separate from activating your Google Apps account. This option is available in Step #2 of the Google Apps page. You must agree to the terms and click the “Activate my Google Mail” button.
I changed my Google Apps password and have forgotten it. How can I reset it?
Use the ITS Portal to resynchronize your password. This will reset your Google Apps account password to be the same as your Charger ID password.
I set up an Outlook connection to have my Google Mail come to my Outlook client, but it is not working... what could be the problem?
Most likely, something is misconfigured in the account setup. Please throughly review the configuration instructions. Double-check the followings:
• Did you use your entire, official email address for the account username: chargerid@uah.edu?
• Your password is your Charger ID password (unless you have changed the password in Google settings).
• Is the incoming mail server set to imap.gmail.com?
• Is the outgoing (SMTP) server set to smtp.gmail.com?
• Have you configured the encryption connection to be SSL/TLS and specified the appropriate server ports?
Google Mail
I have received several emails that indicate they are from the IT department asking me to validate my credentials. Is this related to the move to Google Apps?
NO! These are phishing emails where hackers are attempting to gain access to our systems and your data. i.t. solutions will NEVER ask you to email your password. To activate your Google Apps account you will use your the ITS custom portal page (http://apps.uah.edu/ITSPortal/) to login with your credentials to activate your account and sync your password. Then in your Google Apps account, you can change the password to what you want. If you ever forget it, just return to the portal and resync your password.
How does the move to Google Mail affect my current email aliases?
All of your current email aliases will remain in effect and continue to be routed correctly.
I have been told that some government agencies, etc. do not consider addresses originating from places such as Google to be legitmate for official communications and will reject these messages. Will University faculty and staff have these issues?
We do not anticipate University affiliates to experience issues. While emails being sent from Google Apps accounts will be physically sent from a Google server and thus indicated in the header of the incoming message the from address will still be UAHuntsville’s domain. Whether or not emails are rejected is largely dependent on what criteria an entity is using to quarantine email. If you are aware of a particular agency that is not receiving your email, please notify TAG and we can investigate the situation.
Can we expect more spam in Google Mail?
Actually, you can expect less spam. Google’s spam filters are industry-leading. Please note however, as with any new service, it will differ from exisiting services. You may actually find that legitimate emails end up in your spam box. Initially, we recommend checking your spam folder more frequently and add emails to safe sender's list (mark as not spam). It is alwasy a good idea to occasionally check your spam folder.
Why don’t my email messages display on the Start Page?
Currently, the email gadget does not support HTTPS (Hypertext Transfer Protocol Secure) which is a secure protocol that provides authenticated and encrypted communication. For your protection, UAHuntsville has elected to implement HTTPS for our domain. It is hoped that in the future this gadget may support HTTPS.
How do I stop the grouping of replies (threading messages)?
Google Mail is grouping the messages based on subject threading and this can't be undone or disabled. It is very useful for most users so there is no on and off toggle for this feature.
How can I get Outlook features to work in Google Mail?
Some Outlook features don't have an equivalent feature in Google Mail and therefore aren't available from the Google Mail interface. Visit this Google Help Topic to see what features are available and remember that these features are available to you in your Google Apps profile in Outlook, when using Google Apps Sync.
How can I get the Google Mail web interface to notify me if I have new mail messages?
If you are using Google Talk, this application can provide notification of new emails having arrived. If you have chosen to not use Google Talk, your best option will be to find and download an add-on or extension for your browser that will allow new message notifications.
How do I forward my Google mail to another email account I own?
1. Sign in to Google Mail.
2. Click Settings at the top of any Google Mail page, and open the Forwarding and POP/IMAP tab.
3. Select "Forward a copy of incoming mail to" and enter the email address to which you'd like your messages forwarded.
4. Select the action you'd like your messages to take from the drop-down menu. You can choose to keep Google Mail's copy of the message in your inbox, archive it or delete it.
5. Click Save Changes.
Can I receive email in my Google mail account from other email accounts?
Google's Mail Fetcher can download messages from up to five other email accounts, centralizing all your email in Gmail. To find out how: visit Google's Get mail from other accounts webpage.
How can I change my settings so that my email from is my alias and not my official email address?
At the current time this is not possible. We are investigating ways to change this. In Google Mail under the Settings > Accounts there is an option to add additional email addresses to select as the "sent from" address. Adding your alias(es) will not work because the verification message required to make this work will be undeliverable (you cannot send messages to yourself). However, you can use the edit info link here to set the "reply-to address" to be your alias.
Can I receive zipped files in Google Mail?
Google Mail allows you to send and receive zipped attachements as long as they meet three conditions:
1. They don't contain blocked file types (executables).
2. They are less than the maximum attachment size.
3. They are not encrypted or password-protected AND don't contain other zipped files. If the attachment is encrypted and does not contain another zipped attachment, then it can be sent and received.
What are the limitations on file sizes for my Google email account?
You can send and receive mail messages up to 25 MB in size, including attachments. Please note that you may not be able to send larger attachments to contacts who use other email services with smaller attachment limits. Google may increase this maximum attachment size.
Is there a directory that lists UAHuntsville students, faculty, and staff emails?
The Google delivered vehicle for creating shared contact lists does not provide a way to adhere to FERPA requirements regarding the publication of student data. i.t . solutions is planning to develop a custom program for faculty and staff to deliver such lists to their Google accounts.
For now, utilize the UAHuntsville Online Directory to find other UAHuntsville addresses, and as you send messages from your Google Apps account, addresses are automatically added to your address book.
Can I import contacts I already have into my UAHuntsville Google Apps account?
Yes. See Google's Contact Importing contacts by CSV webpage for instructions. If you have ChargerMail contacts to transfer, please refer to this document.
How do I set-up vacation messages/auto-forwarding for my UAHuntsville Google Apps account?
You can create a vacation response in your UAHuntsville Google Apps account that will automatically reply to anyone who e-mails you. Forwarding capabilities are also available within your account settings.
Can I paste a screenshot into an email that I am composing in Google Mail?
Google Mail does not support embedded images currently. You can save the screenshot as an [image] file or paste it into a document and attach the file to the email.
How can I add an image to my email signature in Google Apps?
Google Mail does not allow for images to be added to signatures. If you want to an image, you can try this workaround:
1. Go to Google labs and turn on the lab called “Canned Responses” (this will enable you to create saved text).
2. After you have enabled this, then compose a message window and insert your signature. (You might need to use the picture insert icon to actually include the image.) Use the Canned Responses link to save it.
3. When sending mail, at the end of your message just grab the signature from the Canned Responses.
Suggest a feature for Google Mail.
Sure. Use Google's Suggest a feature for Gmail page.
Google Calendar
How long do past events stay on my Google calendar?
Your past events remain on your calendar forever, unless you delete them. If you want to view past events, make sure you wait a few seconds for Google Calendar to retrieve them for the date you select.
In calendar, is there any way to make important events stand out on the calendar with a different or bold font, color or shading?
At this time the only way to do this is to create a calendar for important events and make it a color that stands out from your other calendar(s).
Does Google Calendar have event reminders?
Yes, by default, Google Calendar displays a pop-up reminder 10 minutes before an event. You change the reminder time by editing the settings for your calendar. You can find details in the Google's Google Apps Getting Started Guide. To receive event reminders, make sure your Calendar window is open.
Can I change the number of days that appear on my calendar?
Yes, you can specify a custom number of days. Click Settings in the upper-right corner of your Calendar window. On the General tab, select a number of days in the Custom view drop-down list.
How can I publish my calendar for others to view?
There are several options to publish your calendar. The easiest is way is to share the Calendar ID with others so that they can add it to their calendar list. Remember though, the calendar must be public or shared within the UAHuntsville domain to be viewed by others .
If someone shares his or her calendar with me, can I hide the calendar?
Yes, you can hide the calendar by clicking it in your list of calendars on the left of your calendar view.
What happens to my shared calendar if I am no longer employed by the University? Will others who need to access it still be able to see it?
As long as there is at least one user in active standing who "owns" the calendar, the calendar will be available to that user. So for a department/group shared calendar, make sure more than one person can manage sharing for it.
I gave another employee access to my Outlook calendar. Can this employee automatically access my Google Calendar after the migration?
Another employee's access to your calendar does not migrate automatically to your Google calendar. However, you can easily re-establish access by sharing your calendar. You can find details in Google's Google Apps Getting Started Guide.
If you share your calendar with everyone at the University of Alabama in Huntsville, you can specify whether they can see only free/busy information or all event details. You can also share your calendar with specific people at the UAHuntsville, and can give them one of the following levels of access:
• See free/busy information only
• See all event details
• Make changes to your calendar
• Make changes and share your calendar with others br />
If I want to access another employee's calendar, such as my manager, does that person need to give me permission?
Yes, if you want to access another employee's calendar, that person must give you permission, by editing the settings for the calendar.
If someone shares his or her calendar with me, can I receive notifications when attendees accept invitations to that person's events?
Yes, you can set up notifications for a shared calendar. Here's how:
1. Access Google Calendar.
2. In the upper-right corner of the page, click Settings.
3. Click the Calendars tab.
4. On the Calendars tab, click the Notifications link for the calendar.
5. Choose the settings you want.
6. Click Save.
Can I invite meeting attendees who are outside of UAHuntsville?
Yes, you can send meeting invitations to any email address.
Will I get a notification if an attendee accepts my meeting invitation?
Yes, you will get a notification if reminders are turned on. You can turn reminders on, and choose whether to receive a pop-up notification or an email notification:
1. Access Google Calendar.
2. In the upper-right corner of the page, click Settings.
3. Click the Calendars tab.
4. Under My Calendars, click the Notifications link for your calendar.
5. Choose the settings you want.
6. Click Save.
Can I see a list of attendees who have accepted my invitation?
Yes, open the event details to see who has accepted your invitation.
Can I set up a recurring meeting?
Yes, Google Calendar fully supports recurring meetings. To set one up, in your meeting invitation, select an option in the Repeats drop-down list.
As the meeting host, can I change the schedule by dragging the meeting to a new time on my calendar?
Yes, if you drag the meeting to another time. Google Calendar will ask you if you want to notify your guests.
Is there a way to invite an optional attendee to a meeting?
Google Calendar currently does not include the option to specify optional attendees. As a workaround, you can indicate which attendees are optional in the Description field.
Can I edit just one instance of a meeting in a recurring meeting?
Yes. Open the instance that you want to edit, make your changes, and click Save. Google Calendar then asks you whether you want to apply your changes to just the selected meeting, all meetings, or all meetings moving forward.
Can I make a meeting private?
Yes, Google Calendar has privacy settings. In the event details, select Private so only others with Make changes to events privileges (or higher) for your calendar can see the event and its details.
Can I create "live" links in my event description?
Yes, but only if you don't let attendees edit the invitation (don't select the Guests can modify event check box). Note that, as the host, you always can edit the invitation; the links won't appear as "live" on your own calendar. However, you'll see the live links in the event confirmation message you receive.
To create a link to a website in the event description, simply type the URL, such as http://www.google.com. You can also create linked text by using HTML tags. For example, to create the link Product Info, you would use HTML code in the format <a href="www.some-url.com">Product Info</a>. If the HTML code is valid, Google Calendar hides the HTML when you save the event (but shows the text "Product Info"). It then creates the link in the invitation that attendees receive.
If I'm invited to a meeting, can I propose a new time for it?
Not directly, as in Outlook, but there's an easy workaround. First, open the invitation and, under Are You Coming?, select Maybe. Then do one of the following:
• To propose a new time to the host only, enter your proposal in the Add a Note field.
• To propose a new time to all the attendees, click the Email guests link in the upper-right corner to send your new proposal in an email message to one or more attendees.
Can I forward an invitation to another employee?
Yes, if the meeting host selected the option to allow guests to invite others. If so, in your meeting invitation, click Add guests, type the address to which you want to forward the invitation, and then click Save. Google Calendar will ask you if you want to send an invitation to the new guest. The new guest will then always receive updates to the meeting from the host. Note that the meeting host is notified by email that you invited another attendee.
If someone outside of UAHuntsville sends me an invitation from another type of calendar, can I accept the invitation on my Google calendar?
Yes, in most cases, you can. If possible, Google Calendar inserts an Add to Calendar link in the invitation. Simply click the link, and the invitation is added to your Google calendar. Otherwise, if the invitation is in the standard .ics format (such as Microsoft Outlook and Lotus Notes invitations), you can download the .ics file and upload it to Google Calendar.
Google Docs
Are there limitations on file sizes within the Google Apps services?
Please view Getting to know Google Docs: Size limits for the latest information on size and format thresholds.
How do I limit access to documents shared with others?
When sharing documents with others, use the options on the Advanced Permissions tab. Please refer to the "Limiting Access to your Docs" section of the Google Help topic Sharing: Adding viewers and editors for more information.
Google Security
What type of encryption is used? Is it SSL?
Yes. Encrypted (TLS/SSL) connections will be enforced for all web browser sessions. All Google Apps services have the ability to be configured to require access using encryption. Encryption is also required for access to mail data by third party clients. The mobile email client also uses encrypted access to ensure the privacy of communications. Encryption is not offered on the Start Page service at this time.
How secure is Google?
Google takes security very seriously and makes extraordinary efforts to ensure the security of its servers and data centers. In fact, they employ dedicated staff to this effect. The underlying data storage technology employed by Google itself makes data theft extremely difficult. Every individual email (or file) is divided and the pieces distributed across hundreds of servers using their own proprietary file system.
Is data scanned?
Some data is scanned in order for Google to provide high-quality services such as spam filtering and indexing (for personal searching and retrieval purposes only). The scanning and indexing procedures are automated (and involve no human interaction) and not shared with third parties. "Google does not share or reveal private user content such as email or personal information with third parties except as required by law, on request by a user or system administrator, or to protect our systems."
Where is the data stored? Is it stored centrally to save space?
Your data will be stored in Google's network of data centers, the locations of which are kept discrete for security purposes.
What is the stability of Google and what redundancy and disaster recovery do they have?
The application and network architecture run by Google is designed for maximum reliability and uptime. In fact, Google’s SLA guarantees a 99.9% uptime. All Google systems are inherently redundant by design, and each subsystem is not dependent on any particular physical or logical server for ongoing operation. Data is replicated multiple times across Google's clustered active servers, so, in the case of a machine failure, data will still be accessible through another system.
What is Google’s maintenance schedule?
The SLA allows for no more than twelve hours of downtime per calendar year. All periods of downtime will be announced at least 5 days in advance.
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