The following Google Apps FAQs are accurate to the best of our knowledge but are subject to change.
General
The Gmail interface/look has changed. Can I change it back to the old version?
Unfortunately, No. Google has transitioned the new interface to all Google Mail customers and it is not possible to go back to the previous interface. Per their announcement on the updated interface, all accounts were moved to the new interface soon after Oct. 16th:
"Option to opt out to be removed after October 16th, 2018: Soon after October 16th, 2018, any users who’ve opted out of the new Gmail will be automatically migrated to the new experience. They won’t be able to opt out after that date. Users who’ve already transitioned to the new Gmail will lose the ability to opt out as well."
Please refer to the article at https://gsuiteupdates.googleblog.com/2018/07/new-gmail-ga.html for additional information on the migration. Along with the updated interface, Google Mail provides a number of updated features. For example, in the new Gmail you can:
- Snooze an email until you’re ready to reply. See: https://support.google.com/mail/answer/7622010
- Get reminded to follow up or respond to old emails. See: https://gsuiteupdates.googleblog.com/2018/05/gmail-remind-respond.html
- Reply with a response automatically suggested based on the email you received. See: https://blog.google/products/gmail/save-time-with-smart-reply-in-gmail/?_ga=2.58031343.491614532.1530557367-682164130.1523471784
- Use Gmail offline, without the Chrome app. See: https://gsuiteupdates.googleblog.com/2018/05/work-offline-in-new-gmail.html
The article at https://gsuiteupdates.googleblog.com/2018/07/new-gmail-ga.html provides additional information on the new interface.
If I already have a personal Gmail account, can I use both it and my Cedarville Google account?
Google allows a user to have multiple accounts and easily switch between the two. Each account is differentiated by the email address used. In this case, your personal Gmail account is @gmail.com while your University-provided Google Apps account is differentiated as @cedarville.edu.
What kind of training and support is Information Technology providing for Google Apps?
Information technology provides helpful hint emails, online training materials, hands-on training classes, and phone support for faculty and staff. Support has included introductory materials about Google mail and calendar, an in-depth look at new features, and guides for how to perform specific tasks in Google Apps. If you would like to augment this training, there are a variety of online resources available on the web as Google Apps is a popular and well-used email and calendar system.
How do I access my email and calendar using Google Apps?
There are multiple ways to access your Google mail and calendar. The easiest is the web interface provided by Google Apps (cedarville.edu/Google). This option, which is nearly identical to the personal Gmail interface, is suitable for the majority of users.
Your Google mail and calendar are also accessible on smart phone and tablet devices. The Google Apps delivery system greatly improves the reliability of information displayed on your device.
For administrative assistants and other power users, information technology will provide Microsoft Outlook desktop software for University computers. Outlook enhances functionality beyond what the Google Apps web interface provides. Outlook is now available for University computers.
May I use the full suite of Google Apps?
Yes, the full suite of Google Apps is available with your Cedarville account.
Should I be concerned about Google respecting my privacy?
Cedarville University has signed a contract with Google that obligates Google to maintain the confidentiality of your data.
- In order to create a Cedarville Google account, the University provides Google with your name and username. Google does not receive any other personal information about you.
- Logging into a Cedarville Google account uses a Cedarville server. Your password is never sent to Google.
- Google Apps for Education is a product suite that is distinct from Google public services (Gmail, calendar, search, etc.). Google does not cross-reference data between the Apps for Education environment and the public environment.
- Data generated by using Google Apps for Education (mail, calendar, Gdrive, etc.) will not be used by Google for marketing purposes nor will Google share the data with third parties.
- When you are using Google Apps for Education, you control the retention of data. You may delete messages, documents, and other materials at any time.
- For additional information, see http://www.google.com/apps/intl/en/edu/privacy.html.
Note: For legal compliance reasons, the University captures some material generated in Google Apps for Education by non-student employees. This capturing does not apply to students or alumni.
How do I access my archive with Google Apps?
The generous mailbox size (25GB) provided by Google Apps greatly reduces the need for regular archiving. All of your email is available in Google Apps unless you specifically delete it. To access archived emails, go to the "All Mail" menu selection, which will list all of your emails.
Am I able to retrieve a deleted email in Google Apps?
The increased mailbox size (25GB) provided by Google Apps reduces the need to delete emails. However, once an email has been deleted, you have 30 days to retrieve it from trash. Once it is purged from the trash in Google Apps, it will no longer be available to you.
Does Google scan my email and display advertisements?
Unlike personal Gmail accounts, there are no advertisements in Google Apps for current students and employees using the email interface (Alumni see advertisements).
How reliable is Google Apps?
The Google Apps Service Level Agreement provides an uptime (availability) of 99.9% or better.
Is my Google Mail safe?
Yes, unauthorized parties cannot access your email. This includes other users and institutions on Google Apps. In fact, all user accounts are protected via a virtual lock and key that ensures that one user cannot see another user’s data. This is similar to how customer data is kept separated in other shared environments such as online banking applications.
Does Google Apps provide spam filtering?
Yes, Google Apps provides an improved and robust spam filtering system.
Does Google Apps allow me to view multiple calendars and perform a busy search before scheduling meetings?
Yes. Information technology understands that this feature is important to you. This Google Calendar page explains the best method to access multiple calendars and schedule meetings. As an added benefit, using Google Apps you can subscribe to many different types of personal calendars and conveniently view them alongside your Cedarville calendar.
Does Google Apps support shared and/or department calendars?
Yes. Information technology has prepared documentation explaining the best way to access shared and department calendars. Google Apps also provides a method to schedule resources, such as department conference rooms, that are not managed by event services.
Can I still switch over to another person or department's account with Google Apps?
Yes, Google Apps provides the capability to switch to another person's calendar and email. This feature is called “delegation” in Google Apps, and information technology has prepared detailed instructions on delegation, both for Google Mail and Google Calendar.