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Google Apps FAQ


General

How do I login?

Use your Andrew userID and password to login to your Google Apps email. If you read your email on your mobile device, you will need set a Google Apps @ CMU password.

Can I log into other Google services with my Andrew userID and password? (e.g., Wallet, Photos)

When you log into Google Apps @ CMU, you will only be able to access the Google services that are enabled: Mail, Calendar, Contacts, Drive and Documents.

Can I log into other web services using my Google Apps @ CMU account? (e.g., YouTube, Pinterest, etc.)

Your Google Apps @ CMU account is NOT a commercial Google account and cannot be used to log in to other web services.

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

Your Google Apps @ CMU email is separate, and is not associated with any personal Gmail accounts.

Can I simultaneously access two separate Google accounts with my Google Drive app?

No. Your Drive app can be configured to access more than one account, but not at the same time. 

What happens to my account when I leave the university?

Your Andrew email account will expire 90 days after graduation. Please see the Transitioning Your Services document for more information.

Email Access

I read my email on my phone, will it still work?

Yes, you will need to:

  1. Set a Google Apps @ CMU password
  2. Reconfigure your device

Do I need to use the web to check email, or can I use the email software on my computer?

No, you can use Outlook or Apple Mail to read your Google Apps @ CMU email. For steps to setup your email client, visit the Email Client Setup page.

Why do I need a separate password for my email client or mobile device app?

Because your password is transmitted to Google for authentication when you access your email using a mobile device app or email client, we require a separate password. Your password is not transmitted to Google when using a web browser. Instead, the password is authenticated on our servers.

Can I still read bboards?

Yes, you can continue to read bboards through the Cyrus RSS Feed Service.

How do I send mail from my @cmu.edu alias?

Please see the Google documentation for steps to send email from your @cmu.edu alias (CMUname).

Will I still be able to access a club account?

Yes, you will be able to access your club email by adding the account to your email client or mobile device. However, club accounts will not move to Google Apps. Please follow the Cyrus client configuration steps or access your Club Account via webmail.andrew.cmu.edu.

Using Email

When I send an email from my Google email account to a CMU Mailman mailing list that I am subscribed to, the email never appears in my INBOX.

Google is very aggressive about suppressing what it considers to be duplicate email in your Gmail account (including your google@cmu domain account). If you send mail to a mailing list that you are subscribed to, and the mailing list posts the message with your google address in the To header, Google mail considers that post to be a dupicate message (in general, it's identical to a message in your Sent Mail folder), and so does not display the message in your INBOX. Unfortunately, there is no workaround for posting from your google domain account and displaying that message in your INBOX. Note that all other list members, including google@cmu domain addresses, will receive the email.

If you are a list administrator, please consider setting up your list to maintain an email archive; subscribers can use the list archive to check whether a message has been delivered. Messages are added to the list archive as they are sent to the list subscribers.

Mail Forwarding

Can I forward my email to another email account?

Yes, you can forward your email to a different email account. Use the Forwarding Tool to do so.

Faculty and Staff

Will I still be able to look up student email addresses?

Yes, students will continue to have an @andrew.cmu.edu email address. You can search these using the CMU directory or through the Global Addressbook in your email client. For additional tips on working with students, see the Scheduling with Exchange/Google document.

Eligibility

Is Google Apps @ CMU available for faculty or staff?

Faculty, staff and graduate students on the Pittsburgh campus who use Cyrus for email can schedule a migration to Google Apps @ CMU beginning June 2. At this time, those using Exchange are not eligible.

Is Google Apps @ CMU available for sponsored account holders?

No. Sponsored account holders may use Exchange or Cyrus.

Privacy and Security

What is Google doing with my email?

Computing Services encourages you to review the Gmail Privacy Notice. This should answer many of your privacy-related questions.

Does Google know my Andrew account password?

No. When you access Google Apps through a web browser your password is authenticated on our servers and is not sent to Google. If you access your email using a mobile device app or email client, your password is transmitted to Google for authentication. For this reason, we require you to create a separate Google Apps password that is different from your Andrew password.

Does my Google Apps @ CMU email display advertisements, like my personal Gmail account?

No, ads are disabled for Google Apps @ CMU.

Where is my Google data stored?

Google data is stored in a vast number of geographically distributed data centers that are owned/managed by Google. These centers adhere to, at least, industry standard systems and procedures that ensure security and confidentiality and protect against threats, hazards and unauthorized access.

How is on-site security handled in these locations?

Each Google data center maintains an on-site security operation responsible for all physical data center security functions 24/7. The on-site security operation personnel monitor Closed Circuit TV (CCTV) cameras and all alarm systems. On-site security operation personnel perform internal and external patrols of the data center regularly. Google employs a centralized access management system to control personnel access to Google production servers, and provides access to a limited number of authorized personnel.

Are there any restrictions for using Google?

Per contract, the university may not use Google for High Risk Activities, for data that is controlled for export under Export Control Laws, or in ways that reverse engineers, resells, or creates similar services through the use of Google.

Is my data encrypted?

Google automatically encrypts browser sessions with SSL.  Google does not automatically encrypt data in storage.  Users should encrypt documents that contain sensitive information (e.g. Adobe Acrobat and Microsoft Office both offer encryption features) or redact the sensitive portions of the document prior to uploading to Google.

How does Google handle security breaches?

Google complies with applicable laws and notifies customers directly in the most expedient time possible.  Depending on the situation, Google may automatically suspend the offending use and inform the university’s administrator.

Does Google comply with FERPA (Family Educational Rights and Privacy Act) obligations?

Google is considered a “School Official” and will comply with the requirements and obligations of School Officials under FERPA.

What is our agreement with Google in terms of intellectual property rights?

Our agreement with Google does not grant either party any rights, implied or otherwise, to the other’s content or any of the other’s intellectual property. As a Google customer, we (university/end user) own all intellectual Property Rights in customer data; conversely, Google owns all intellectual property rights in the services.

What happens to our data if we terminate our agreement with Google?

Google provides customer access and the ability to export their data for a reasonable period of time. After this time, Google will destroy/overwrite the data.

How does Google manage decommissioned disks/disk erase?

When disks that contain customer data experience performance issues or errors they are decommissioned by Google. Every decommissioned disk is subject to a series of data destruction processes before leaving Google premises. Disks are erased in a multi-step process and verified complete by at least two independent validators.

What does Google do to avoid service interruptions?

Google’s infrastructure systems have been designed to eliminate single points of failure and minimize the impact of anticipated environmental risks.  For example, Google’s data center power systems are designed to be redundant and maintainable 24/7.

Storage

What if I exceed my 30 GB of storage space?

You have 30 GB of space and will not be able to get more. To reduce your quota usage:

  • delete email and documents in Drive.
  • empty your Spam and Trash folders.
  • convert your documents to 'Google Doc' format.

You are given a short grace period. After the grace period, you will no longer receive email.

Last Updated: 5/15/14