Google Apps FAQ
This FAQ will address your questions about using Google Apps @ CMU.
Transition from Cyrus to Google Apps
When will I transition to Google Apps?
You can schedule a migration date that is convenient for you at emailtools.cmu.edu. This date can be changed up to two weeks before your migration.
No. Your @andrew.cmu.edu or @cmu.edu address will stay the same. You will still be listed in the CMU directory if you have not opted out.
A message may fail to move if it contains an executable file, the size is larger than 25MB or the message is spam. Prior to your transition, we recommend that you:
- Empty your Trash folder.
- Empty your Spam folder.
- Download and save large attachments to your computer.
You will be notified of any messages that fail to move during the transition. Please see the Failed Message page for details on how to retrieve these messages.
Yes, your current Cyrus email and folders will be moved for you. A final message will be sent to your Cyrus Inbox and a welcome message to your Google Apps Inbox once the transition is complete.
If you notice that folders are missing after you transition, the folders may be stored locally on your computer. If the folders do not appear in SquirrelMail, then they are probably local to your email client (i.e., Outlook, Mail).
Your email will continue to forward. However, please consider the benefits of using Google Apps @ CMU:
- UNLIMITED storage.
- Integrated CMU directory.
- No ads!
- Calendar sharing.
- Drive collaboration.
If you have POP enabled, your email will not work after the transition. Please disable retrieving email via POP from your personal account AND forward your email via our Forwarding Tool.
Yes, but you will need to:
Your accept/deny spam filter list was not moved from Cyrus to Google Apps. To manage spam and other email messages on Google Apps, follow the steps in the Using Filters Google document. If you want to obtain a copy of your Cyrus accept/deny list, please contact the Help Center at firstname.lastname@example.org.
How do I login?
Is two-step verification available for Google Apps @ CMU accounts?
No, Google Apps @ CMU uses Single Sign-On (SSO) so 2-step verification cannot be used.
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.
Your Andrew email account will expire 90 days after graduation. Please see the Transitioning Your Services document for more information.
I read my email on my phone, will it still work?
My Android phone requires me to re-authenticate multiple times a day.
To address this issue, remove the account from your phone and re-add it following the Mobile Device steps.
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.
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.
Yes, you can continue to read bboards through the Cyrus RSS Feed Service.
Follow the steps below to send from your @cmu.edu alias (CMUname).
- If you don't already have an @cmu.edu alias, please create one.
- Follow the Google documentation for steps to send email from your @cmu.edu alias. Select the "I'm a Gmail or Google Apps user option.
- Do one of the following:
- If you only read email through the Google Apps web interface you're done.
- If you use your mobile device, continue with the steps below.
- Go to http://m.google.com/sync/settings.
- Select your device and then click Enable Send Mail As for this device.
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.
Sending email from Google to a subscribed CMU Mailman mailing list, 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 duplicate 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.
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.
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. 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
Computing Services encourages you to review the Gmail Privacy Notice. This should answer many of your privacy-related questions.
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.
No, ads are disabled for Google Apps @ CMU.
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.
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.
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.
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.
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.
Google is considered a “School Official” and will comply with the requirements and obligations of School Officials under FERPA.
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.
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.
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.
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.
Is there a storage quota?
Google Apps now provides UNLIMITED storage. This includes both Google Drive and Google Mail.