Carnegie Mellon University
Office of the CIO  ›  Computing Services  ›  Services  ›  Communication and Collaboration  ›  Email and Calendaring  ›  Google Mail  ›  How to Use Google Mail  ›  Client Configuration

Should you use Google in a browser? 

In a Browser

In a Desktop Client

I need to...

 

 

Perform everyday email tasks such as reading, replying to email.

X

X

Perform everyday calendar tasks such as scheduling or replying to simple meetings.

X

X

Organize my mail into subfolders.

X

Make frequent changes to meetings.

X

Perform complex filtering and searching of my email.

X

Use advanced features such as Notes and Tasks.

X

Work as a delegate.

X

Work with others who are not on Google.

X

Configure Your Email

If you are technically unable to use Google in a browser, we offer best-effort support for Google with Outlook (Windows) and Apple Mail and Calendar. Note: This option is not recommended for delegates.

Note: If your desired mail application or mobile device is not listed, please refer to the Help section within your preferred mail client or mobile OS, or visit Set up Gmail with a third-party email client.

  1. Open Mail. 
  2. Hold down the Shift key and click to select one or more mailbox items that you would like to export.  
  3. Click Mailbox > Export Mailbox.
  4. Select a folder or create a new folder, then click Choose.
  5. Mail exports the mailboxes as .mbox packages. If you previously exported a mailbox, Mail doesn’t overwrite the existing .mbox file; it creates a new .mbox file.
  1. Select the Apple menu and click System Settings.
  2. Click Internet Accounts.
  3. Click Add Account and then Google.
  4. Click Open Browser.
  5. Enter your Andrew email address and click Next.
  6. If prompted, log in with your Andrew userID and Password and verify with DUO.
  7. Verify that Mail and Calendars are selected, then click Done.
  8. Close the Internet Accounts window.

Note: If your desired mail application is not listed, please visit the Help section within your preferred mail client for specific mail configuration guidance.

  1. Click File.
  2. Select Open & Export > Import/Export.
  3. Click Export to a File.
  4. Click Outlook Data File (.pst), then click Next.
  5. Click the name of the mailbox to export and click Include Subfolders.
  6. Click Browse and save the file to a location you will remember
  7. Click Finish.

For instructions on different versions of Outlook visit Export or backup email, contacts, and calendar to an Outlook .pst file.

  1. In your browser, visit Google and click your profile (upper right). If you are logged into a personal Google account, be sure to log out of it before proceeding with the following steps.
  2. Download and install Google Workspace Sync for Outlook. 
  3. Double-click the downloaded file to begin the installation. Note: Managed Hardware (DSP) customers may need to install using Admin by Request.
  4. Once the installation completes, click Start > Google Workspace Sync > Set up a Google Workspace Sync User.
  5. Enter your Andrew email address and then click Continue.
  6. Click your Andrew account when prompted, and then click Allow.
  1. Click the Google Workspace Sync app on your taskbar to open and then click Create profile.
  2. Click Start Microsoft Outlook.
  3. The Choose Profile window will load with your Google account selected. Click Options.
  4. Select the Set as default profile checkbox.
  5. Deselect the Prompt for profile to be used checkbox.
  6. Click OK.
  7. Click the up arrow on the Windows taskbar to Show Hidden Icons.
  8. Click the Google Workspace Sync icon and click Set mailbox size limit.
  9. Select a mailbox size. Your size options are 1 GB, 2 GB, 4 GB, or Unlimited. Note: larger sizes may result in slower mail syncing.
  1.  Open Outlook.
  2. Click Start > All Programs > GSSMO > Add account for delegation.
  3. Click your Google account and then enter the shared or delegated mailbox email address.
  4. Follow the prompts to add the email address of the Shared Mailbox and complete the setup.
  1. If you did not install Google Workspace Sync in Step 2, download and install Google Workspace Migration for Microsoft Outlook. Note: Managed Hardware (DSP) customers may need to install using Admin by Request.
  2. Click Start > Google Workspace Migration > Google Workspace Migration for Microsoft Outlook.
  3. Enter your Andrew email address and then click Continue.
  4. Click your Andrew account when prompted, and then click Allow. The Google Workspace Migration for Microsoft Outlook will open.
  5. Click the Select a Microsoft Outlook user profile or PST files to migrate drop-down and select From PST File(s)…
  6. Browse and select the PST you want to import.
  7. Select Migrate all data and click Next.
  8. Select the folders you want to import and then click Migrate. Note: The import may take up to a day to migrate depending on the size of the file.
  9. Once the import is complete click OK. The imported PST will be visible in the following locations:
    •  Email - a folder will appear in the folder list in the sidebar (left), with the naming convention Your PST Name. Individual folders in the PST appear as subfolders.
    • Calendar - a new calendar will appear under My calendars (left) section with the naming convention Your PST Name/Calendar.
    • Contacts - these will be merged directly into your Google Contacts folder without a label.
  1. Open Gmail.

  2. Tap your profile picture (top right).

  3. Tap Add another account.
  4. Tap Google.
  5. Follow the prompts to add your account.

Note: If your desired mobile device is not listed, please visit the Help section within your preferred mobile OS for specific mail configuration guidance.

Google Mail

  1. Begin account setup:
    1. For first time use, open Gmail and tap Sign in.
    2. If the Gmail app is in use with another account, tap your profile (upper right).
  2. Tap Add another account.
  3. Tap Google and then Continue.
  4. Enter your Andrew email address and tap Next.
  5. Log in with your Andrew userID and password.
  6. Tap Done.

Google Calendar

  1. Begin account setup:
    1. For first time use, open Google Calendar and tap Get Started.
    2. If the Google Calendar app is in use with another account, tap the sidebar (left), then Settings and Manage accounts.
  2. Tap the slider to enable Google Calendar for your Andrew account. 
  3. Tap Get Started.
  4. Tap Okay and then Allow.
  5. Tap Allow again to enable notifications.
  6. Tap the sidebar (left) and verify that all calendars you want to display are enabled. 

Apple Mail and Calendar

The Gmail and Google Calendar apps are available in the app store and will provide the best Google experience. To use Apple Mail and Calendar instead, follow the steps below set to set up your account.

  1. Tap Settings > Mail > Accounts > Add Account.
  2. Tap Google, then tap Continue.
  3. Enter your Andrew email address (userID@andrew.cmu.edu), then click Next.
  4. Follow the prompts to add your account.
  5. Select the apps you want to use with this account, then tap Done.

Note:If your desired mobile device is not listed, please visit the Help section within your preferred mobile OS for specific mail configuration guidance.

Using Google Mail with an Email Client

For security reasons, CMU does not encourage the use of your Andrew email and calendar with less secure email apps that use an IMAP with a username and password configuration. 

If you wish to use Google Mail and Calendar with an application not supported by CMU, please understand the risks involved. Visit Set up Gmail with a third-party email client for more information.