Frequently Asked Questions

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Google Apps at the University of Minnesota

 Why did the University move to Google Apps?

Partnering with Google gives the University students, faculty, and staff access to a suite of state-of-the art communication and collaboration tools that will enhance their ability to work together. In addition to increased productivity opportunities, Google Apps also allows the University to save costs in the long run by reducing the need to buy and support software, hardware, and storage to maintain our own independent email service.

The move to Google allows the University to use Google's application and data storage servers, a move that provides numerous benefits for the University and its users. Using U of M Google Apps dramatically increases service quality and enables us to simplify the support model for these core services. The University will saves equipment (application and data storage servers), license fees, annual software maintenance costs, and support costs.

Transition to Gmail

Will my email address change after migrating to Gmail?
No, your email address will continue to be [Internet ID]@umn.edu.
Can I still use my current email client after migrating to Gmail?

By default AHC-IS will convert users to the web-based client for viewing email. AHC-IS feels that the web client will provide a better experience than clients such as Outlook and Thunderbird with email after the migration. The web-based client will provide a more consistent experience when accessing email from multiple computers or mobile devices. Additionally, using a web browser will allow access to calendar, email, and Google apps from one program instead of keeping multiple applications active.

However, If you would like to continue using your email client after the migration you are certainly welcome to do so. For instructions on configuring the most common email clients, read the Office of Information TechnologyEmail Setup Guides.

For any clients that are not covered in the Email Setup Guides and assistance configuring an email client, please contact: 

  • AHC-IS supported users call 612-626-5100 
  • All other users should contact their local IT support or 1-HELP (612-301-4357) 
I get a message that I have a “Conflicting Accounts”, what does this mean?

You have a conflicting account if you created a personal Google Account using the same email address as your University of Minnesota email address, prior to the University’s conversion to Google Gmail for University email. A “personal” Google account is one that you created on your own and is not administered by the University.

You may have signed up with that University of Minnesota account name prior to the recent Google Apps infrastructure upgrade in order to use other Google products such as Picasa, Blogger or any of these other Google Applications for your work at the University.

For example, if your University of Minnesota email address is jo2013[at]umn.edu, and you used that address to create a Google account in the public Google domain, this is now known as a conflicting account. This is because jo2013 [at] umn.edu is now a part of the University of Minnesota’s Google domain and can not exist in both the public and University domains.

What is not a conflicting account?

Personal Gmail accounts that use any username[at]gmail.com address, such as jo2013[at]gmail.com, are not conflicting accounts.

To resolve your conflicting account:

  1. Go to www.google.com.
  2. Click Sign In in the upper right corner.
  3. Enter your username[at]umn.edu for your user name (eg. jo2013[at]umn.edu)
  4. Enter the password for the personal account
  5. Once you have successfully logged in, select one of the following options to change the conflicting, personal account:
  6. Change to an account with a Gmail address (jo2013[at]gmail.com or another available Gmail name).
  7. Change to an account with a different email address/domain (jo2013[at]yahoo.com).
  8. Log-in with a temporary username Google provides when you attempt to log in (jo2013mydomain[at]gtempaccount.com). Note: If you choose this option, you will be presented with the same options every time you log in until you choose a permanent solution.
  9. Click Continue

After you have changed the conflicting account, you can log in to that account by using the new account name you created and the same password used to log in at the start of this process.

What if I don't want to migrate to Gmail?
The current University email servers are nearing end-of-life support. As a result, the Office of Information Technology is requiring that everyone must be migrated to University Gmail over the next several months. AHC-IS will attempt to minimize disruption wherever possible.
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 the University's central authentication process to access your University 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 the University's central authentication process to access your University account.

Mobile access

How can I configure my mobile device to use University Google Apps?

If you use a mobile device to check your email, please use one of the following guides to configure your device:

Please note that OIT has mandated that Google device management be active. As a result, you will be required to set a passcode on your device when configuring your device using the steps above and the device will lock after a period of inactivity. You will be required to enter your device passcode to unlock the device.

How can I set up a Google Mobile/Desktop Password?

This is done through your internet account options page: http:www.umn.edu/myaccount. Select the option: Set of Change Your Google Desktop/Mobile Client Password.

Protected Health Information

Can I store Protected Health Information (PHI) in Google?

Documents

PHI can be stored in Google Docs, but cannot be shared with people that are not authorized to view the data. Great care should taken to ensure access to PHI is not granted to unauthorized users.

Gmail

Although we now have a Business Associate Agreement (BAA) in place with Google and can move forward with gmail, we still have to treat PHI appropriately. In general, PHI should not be included in emails. It is easy to send an email to the wrong address, and for the email to be forwarded on without authorization or knowledge of the original sender. In some circumstances, however, it may be necessary to send PHI via email and our policies will outline those circumstances. For more information, read the guidelines for Email and Protected Health Information.

Calendar

Can I merge my personal Google Calendar with my University Google Calendar?

No. Your University of Minnesota Google Apps account is totally separate from your personal Google account, and your private account and institutional accounts will not be merged.

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

Yes. More details on the Google Support page

How can I add the University Holidays to my calendar?
  1. Click Settings.
  2. Click Browse Interesting Calendars>>.
  3. Click More.
  4. Click Resources for umn.edu.
  5. Find the calendar and select either Preview to view the calendar, or Subscribe to add the calendar to your list of "other" calendars.

Contacts

How can I import my Contacts from Outlook into Google?

To import contacts to Gmail:

  1. Create a custom CSV file, or export the address book from your other webmail provider or email client as a CSV file.
  2. Sign in to Gmail.
  3. Click Contacts (located above the Compose Mail button) on any Gmail page.
  4. From the More actions dropdown menu, select Import....
  5. Click the Choose File button.
  6. Select the file you'd like to upload and click the Import button.

When it's done, Gmail will display the number of contacts imported.

If you receive any error messages during the import, you might need to edit your CSV file.

Note: These CSV files work with Outlook, Outlook Express, Yahoo! Mail, Hotmail, Eudora, and some other email providers. But the CSV files that these applications produce might not contain all of the supported contact fields. For example, when Outlook exports to a CSV file, it omits data including attachments, distribution lists, contact pictures, the "file as" field, the "nickname" field, and text formatting in the "notes" field. Google Contacts doesn’t have a way to know what was omitted, so we suggest that you manually copy over any important information in these fields after you import your contacts.

About the notes field:

  • Google Contacts doesn't support rich text formatting, or unlimited length in the “notes” field. When we're unable to import a certain field from the CSV, we do our best to let you know so that you can fix it manually.
  • The maximum size for a contact is 128 KB. If a contact exceeds this size, the "notes" field might be truncated.

Also refer to the Google Support page.