URI + Google

Supporting Google Apps For Education: Email, Calendar, Collaboration Tools And More!

A Guide For Day One

Getting Started

    1. To get to your Google Apps account login page, type the following URL into your browser address field and hit Enter:

    google.com

    You will be on the Google page; the Sign In icon is located in the right upper corner. Click on it to login.

    googlelogin

    1. Enter your e-Campus ID followed by @uri.edu; i.e., ecampusid@uri.edu.
    2. Enter your email password. If this is your first time on your Google Apps account, the initial password is your birthday in the format mmddyyyy; you will be asked to change it. Then click log in.

    Use the black navigation grid grid at the top in any Google application to open additional Google Apps such as Calendar, Contacts, and Docs.

    When you are finished, be sure to sign out! Go to the upper right corner of the screen. You will see your email address with a drop-box icon. Click on it. The Sign Out button is located at the bottom of the screen that appears:

  • If you know your Google Apps password and wish to change it, do the following:

    1. Login to your Google Account.
    2. Pull down the Settings menu at the far right (the icon looks like a gear) and select Settings.
    3. Choose the Accounts and Import tab.
    4. In the list of options, choose Google Account settings at the top. This will open a new page.
    5. Scroll down to Password. Click on the date listed as the last time it was updated. This will open the login page, where you will be asked to re-enter your current password. After you’ve entered your password, click Sign In. On the page that opens, follow directions and enter your new password.

    If you forgot your password:

    Call the Help Desk at 874-4357 and ask to have your Google Apps password reset.

  • To use clients such as Outlook, Thunderbird or  Apple mail and/or devices such as cell phones and tablets, you must enable IMAP in your account. To do this:

    1. Sign in to Gmail.
    2. Click the gear.icon gear in the top right.
    3. Select Settings.
    4. Click POP/IMAP DOWNLOAD.
    5. Select Enable IMAP.
    6. Click Save Changes.

     

  • We recommend strongly that you process your email
    on a Web browser rather than a desktop client!

    Browser processing ensures that you experience the full benefits of Google Apps and you have our Help Desk staff to give you full support and assistance with browser-related questions and issues.

    If you choose to continue to use a desktop client, the instructions below will get you set up using Thunderbird, Outlook, or Apple Mail.

  • To see both your Zimbra mailbox and your Google Apps mailbox on your Zimbra Web client, see the instructions.

  • To import your Contacts from your current location to Google Apps, see the instructions at Google Contacts.

  • Go to the Learning Center page and select Calendar.

  • Go to the Learning Center page and select Mobile Devices.

  • Scripts are being written to automatically populate the URI Directory with official URI email addresses only.

Migration

  • At this time, our priority is to migrate user data from the Exchange server (@ds.uri.edu). This is our oldest email server and is no longer supported by the vendor. Once that migration is completed, we will focus on migrating data from the Zimbra server (@mail.uri.edu).

    We are also in the process of securing a vendor to perform bulk migrations of email, calendars and contacts for faculty and staff, and hope to have that process completed within the next month.

    We are making three options available to you for migrating your email, calendar and contacts from the Exchange and Zimbra servers to your Google Apps for Education account.

    • Migrating Email Yourself
    • Technologist-assisted Migration
    • Vendor-assisted Migration Processed by Third-party Vendor

     For instructions on migrating email yourself and for details about requesting a Technologist or vendor to assist you, go to the Help Desk Google Mail Website.

  • If you have another Google email account – a personal Gmail account, for example, and you want to migrate your data from it to Google Apps, see Google’s instructions. Besides Gmail to Google Apps migrations, you can also do Google Apps to Google Apps migrations.

  • During the migration, contacts and then calendar data are processed first, followed by email.

    The link below opens a page with tables that outline which aspects of mail, calendar, and contact data are and are not migrated from Microsoft® Exchange to Google Apps. For example, messages with .exe attachments are not migrated. 

    What is Migrated

LISTSERV Management

  • Because your email address most likely changed when we moved to Google Apps, LISTSERV lists to which you are subscribed will not recognize you if you post to them with your new address. You need to update your email address to be able to continue participating in your LISTSERV activities.

    Below are instructions for updating your email address, for finding out which lists you are subscribed to, and for managing your LISTSERV subscriptions and performing maintenance tasks such as deleting old email addresses.

  • You received an email from LISTSERV@LISTSERV.URI.EDU with the subject line ‘Rejected Posting to LISTNAME@LISTSERV.URI.EDU’

    If you posted to a list and received an email from LISTSERV@LISTSERV.URI.EDU stating that you are not authorized to post to that list, it means LISTSERV does not recognize your new Google Apps email address. You need to update your address so it will recognize you and allow you to post. Follow these steps:

    1. Contact the list owner by clicking on the link LISTNAME-request@LISTSERV.UEDU at the bottom of the email; a new email window will open.
    2. In the text box, enter your request such as: Please change my subscription email address to ecampusid@uri.edu (where ecampusid is your e-Campus ID).
    3. Send the email.

    You will receive a response email from LISTSERV@LISTSERV.URI.EDU asking you to confirm that you sent the request. Confirm in either of two ways:

    • Reply to the message by typing OK in the text of your email and hit send, or
    • Click on the link at the bottom of the email, http://listserv.uri.edu/cgi-bin/wa?OK=E62159FB&L=LISTNAME 

    You will then receive a reply that the message was successfully confirmed. Next, you will receive a confirmation that your request was forwarded to the list owners, as well as some general LISTSERV information:

    Your message to LISTNAME-request@LISTSERV.URI.EDU has been forwarded to the list owner, etc.

    Once the list owner changes your email address, you will be notified providing the list owner has the Notify function enabled. 

    Changing your email address if you are subscribed with an @mail.uri.edu address

    While Zimbra is still available, you can send a command from your Zimbra account to change your email address as follows: 

    1. Address an email to LISTSERV@LISTSERV.URI.EDU.
    2. In the text box of the email, type: change listname newaddress
      where listname is the name of your list and newaddress is your Google Apps email address.
    3. Send.

    Changing your email address if you are subscribed with an @ds.uri.edu address

    While Exchange is still available, you can send a command from your Exchange account to change your email address as follows:

    1. Address an email to LISTSERV@LISTSERV.URI.EDU.
    2. In the text box of the email, type: change listname newaddress
      where listname is the name of your list and newaddress is your Google Apps email address.
    3. Send.

    Changing your email address if you are subscribed with an @uriacc.uri.edu or @postoffice.uri.edu address 

    Contact the list owner and request a change as follows:

    1. Address an email to LISTNAME-request@LISTSERV.URI.EDU where LISTNAME is the name of your list.
    2. In the text box of the email, enter your request such as: Please change my subscription email address to ecampusid@uri.edu (where ecampusid is your e-Campus ID).
    3. Send.
  • You can manage your subscriptions via the Web or via email. Below are instructions for both.

    Via the Web

    To see the URI LISTSERV lists to which you are subscribed, change your email address, and subscribe or unsubscribe to/from lists:

    1. Go to the LISTSERV.URI.EDU home page at http://listserv.uri.edu.
    2. Click on Subscriber’s Corner.
    3. Click on Login.
    4. Enter your email address and your LISTSERV password and click the Log In button. If you have never entered a password or have forgotten it, click on get a new LISTSERV password and follow the instructions. Once you are logged in, you will see your lists.

    Click on a specific list to view your subscription, change your email address, delete an old email address, or change your membership status.

    Via Email

    You can manage your lists via email using commands and message postings to the list owner as explained below.

    Using Commands:
    Send commands to LISTSERV@LISTSERV.URI.EDU (not the mailing list itself) to do the following:

    • Subscribe to list: SUB
    • Unsubscribe from list: UNSUB
    • See your lists: QUERY *

    To do any of the above:

    1. Address your email message to LISTSERV@LISTSERV.URI.EDU. Do not put anything else in the mail header.
    2. In the text box, type the command you want to use; you can enter as many commands as you like, as long as each command is on a separate line.
    3. Delete any signature lines and/or turn off auto-inclusion of your signature file. LISTSERV treats signature lines as commands and will send error messages saying ‘unknown command’.
    4. Send.

    For example:

    To subscribe to a URI listserv list with your new email address:

    To: LISTSERV@LISTSERV.URI.EDU
    Cc:
    Bcc:
    Subject:

    —– Text Box —–

    SUB listname Your Name 

    where listname is the list’s name and Your Name is your real name; e.g, SUB news Jane Doe.

    Note:

    • LISTSERV software will record your new email address from which you are sending the command.
    • LISTSERV will send a message asking you to confirm your subscription request, and will then send a notification/welcome message when you’ve been added to a list.
    • You can subscribe to any open list you wish. If you try to subscribe to a closed list or to one that has limited subscription, LISTSERV will send a notice with further information.

    To Unsubscribe from a URI list with your old email address:

    Send an e-mail using your old email address to LISTSERV@LISTSERV.URI.EDU with this command in the message:

    UNSUB listname

    where listname is the list’s name; e.g., UNSUB news.
 LISTSERV will send a notification message that you’ve been removed.

    Using Message Postings:
    Contact the list owner and request a change as follows:

    1. Address an email to LISTNAME-request@LISTSERV.URI.EDU where LISTNAME is the name of your list.
    2. In the text box of the email, enter your request such as: Please change my subscription email address to ecampusid@uri.edu (where ecampusid is your e-Campus ID).
    3. Send.
  • For additional information on tools and options, go to the L-Soft Website at http://www.lsoft.com/resources/manuals.asp.

Moving ETAL Accounts to Google Apps

  • During the next few months, we will be moving all ETAL and Zimbra departmental accounts to Google Apps with the exception of individual ETAL accounts, which will be retired. This move will enable seamless collaboration between individual and departmental accounts and eliminate the need for annual renewal. 

    In keeping with our timeline, email sent to ETAL and Zimbra departmental accounts will be delivered to Google Apps beginning June 1, 2015. All forwarding of email from ETAL accounts will cease on that day. 

    Below is information on what you may have to do depending on your account.

  • Email delivery to individual ETAL accounts will cease on June 1, 2015:

    • Emails will bounce
    • Forwarding will cease to function

    Between now and June 1, you will receive periodic email messages reminding you to make provisions for moving your ETAL account according to the instructions below.

    If you are affiliated with the University:

    Send your ETAL account correspondents your official URI Google Apps email address to continue to receive correspondence from them after June 1.

    If you are no longer affiliated with the University:

    Get an email account with another provider and inform your correspondents of your change of address.

    Moving Existing Mail to Google Apps

    If you wish to move existing email to Google Apps or elsewhere, you can do so yourself or use our vendor support to help you. Vendor support will be available until June 30th; vendor contact information will be emailed to you as soon as our contract with them is finalized.

    For help migrating your email yourself, go to the Help Desk Migrating Email page or call the Help Desk at 874-4357. You will be able to access and move your existing email until November 15th by logging in to your current ETAL account via Zimbra at https://etal.uri.edu.

  • Beginning June 1, 2015, email  for these ETAL accounts will be delivered to Google Apps. Forwarding will cease to function.

    Between now and June 1, you will receive periodic email messages reminding you to make provisions for moving your ETAL account according to the instructions below.

    On June 1, 2015:

    • You will access your ETAL account at/or point your email client to: https://accounts.google.com
    • Your Google Apps ETAL email address will be in the format etalid@etal.uri.edu where etalid is your current ETAL ID.
    • Your initial password will be sent to you in a notification email when your account has been provisioned.

    ETAL Aliases

    If your departmental ETAL account has an alias in the format departmentname@uri.edu:

    • This alias will be assigned to your Google Apps account by June 1st.
    • You will read and process email sent to either the alias or the ETAL address on Google Apps at departmentname@etal.uri.edu

    Moving Existing Mail to Google Apps

    If you wish to move existing email to Google Apps, you can do so yourself or use our vendor support to help you. Vendor support will be available until June 30th; vendor contact information will be emailed to you as soon as our contract with them is finalized.

    For help migrating your email yourself, go to the Help Desk Migrating Email page or call the Help Desk at 874-4357. You will be able to access and move your existing email until November 15th by logging in via Zimbra at https://etal.uri.edu.

  • Departmental accounts on Zimbra will keep their current email address as an alias to prevent potential loss of email when they are moved to Google Apps.

    To enable this, we created a Google Apps account for each department in the format departmentname@etal.uri.edu as well as an alias for that account using the department’s current @dept.uri.edu email address. The only change you will see is the email address you use to read and process the email; your correspondents can continue to use the same address they use now to contact you. 

    For example:

    • If your departmental address is currently in the format departmentname@dept.uri.edu, it will have a Google Apps alias address in the same format for your correspondents to contact you.
    • You will read and process that email using the actual Google Apps address in the format departmentname@etal.uri.edu.

    Moving Existing Mail to Google Apps

    If you wish to move existing email to Google Apps, you can do so yourself or use our vendor support to help you. Vendor support will be available until June 30th; vendor contact information will be emailed to you as soon as our contract with them is finalized.

    For help migrating your email yourself, go to the Help Desk Migrating Email page or call the Help Desk at 874-4357. You will be able to access and move your existing email until November 15th by logging in via Zimbra at https://mail.uri.edu and entering your department address as you do currently.

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