Frequently Asked Questions
- When are faculty and staff migrating to Google Apps?
Faculty and staff are migrating to Cardinal Mail, the university's implementation of Google Apps for Education, on Wednesday, January 6, 2016. Exhange services will be unavailable the evening of the 5th during the migration, and users will be able to access their new Cardinal Mail accounts that Wednesday morning.
- Is there anything that I need to do to prepare for migrating my Exchange email messages?
Yes! All new Cardinal Mail users will need to reset and change their password using the password tools at http://computing.cua.edu/password before they will be able to log into their GAE account. Also, if you have any folders in your Exchange mailbox named “Important”, “Starred”, or “Chats” (including those words in other languages), please rename those folders, as those are reserved names in Google Apps.
- How will the migration take place?
Technology Services will create an account for you on Cardinal Mail, copy all of your email, your accepted calendar entries and contacts from your Microsoft Exchange account, and, when we go live with Cardinal Mail for faculty and staff on Jan 6, direct all incoming email to Cardinal Mail.
- Will my cua.edu address still work after we migrate, or will I have to use cardinalmail.cua.edu?
Your cua.edu email address will work with Cardinal Mail once we go live. Messages addressed to you at email@example.com will be delivered to your Google Apps Cardinal Mail account. You will log onto Cardinal Mail with your cua.edu address once we go live on Jan 6.
- I use law.edu instead of cua.edu. Will law.edu still work after we migrate?
Yes. your law.edu email address will work with Cardinal Mail once we go live. Messages addressed to you at firstname.lastname@example.org will be delivered to your Google Apps Cardinal Mail account.
- What about students and alumni?
As part of the migration of faculty and staff to Cardinal Mail, we are changing the way students and alumni log onto Cardinal Mail. All Cardinal Mail users, including students and alumni, will need to log on using their cua.edu address whever a standard Google logon page is used, even if they normally use another cua domain such as cardinalmail.cua.edu or law.edu to send and receive email. Once you are logged on, you can opt to use any of the email domains associated with Cardinal Mail as your primary email address. So students can keep using cardinalmail.cua.edu, or they can change to cua.edu, law.edu, cua.law.edu, etc.
- What happens to the folders I've made in Exchange for my email messages?
Notionally, your folders are all moved as-is to GAE! Technically, Exchange folders are converted to labels in Cardinal Mail, and the label is applied to all messages that were in that folder. A list of labels appears just like folders in Exchange when using the Web interface. So, in Cardinal Mail, you will be able to find your messages under the label with the same name as your old Exchange folder. Labels are actually like uber folders, you can use them just like you use folders today if you so chose, but you can also assign multiple labels to messages for more refined and powerful searches. Rather than having to decide if an email is about x or y before filing, you can decide "both" and then find that message using either label in the future.
- What about message Rules? Do they migrate?
No. But Cardinal Mail has its own set of filters that you can use to accomplish the same actions.
- Is there anything that I need to consider to prepare for migrating my Exchange calendar entries?
Yes. Because Google Calendar supports a different set of features than Exchange Calendars, some information about your Exchange calendar entries will not migrate - including optional attendees, calendar attachments, assigned Category and events that are listed as Tentative or Out of Office.
If the Exchange Calendar entry's description contains rich (formatted) text, it will be converted to plain text on migration. Check your calendar entries to make sure no important information in the description will be lost when this occurs.
If you do need to save a Calendar attachment or rich text description, you can save the attachment, or copy the formatted Calendar entry description text and send it to yourself in email.
Accept any Tentative Calendar entries you would like to migrate and change the status of Out of Office entries to status Busyto keep those.
If you are concerned about how your calendars will migrate, please contact email@example.com and we'll arrange to discuss your specific needs.
- Anything else I need to know about Calendar migration?
Yes. Migrating calendars is a complex and lengthy operation. Not all Exchange Calendar data may be fully migrated by the time we go live. If you don't see all of your calendar entries when you log on for the first time after go live, please contact firstname.lastname@example.org and we'll work with you as the migration completes.
- Is there anything that I need to do to prepare for migrating my Exchange contacts?
No, your Exchange contacts will migrate as-is. Contact groups from Exchange do not migrate and will need to be recreated in your Cardinal Mail contacts by following the directions found here: https://apps.google.com/learning-center/products/gmail/contacts/
- What about all the archived mail (aka "Local Mail") that I store on my computer in .PST files? Will those messages migrate?
Not in the initial migration. Only email, calendar entries and contacts stored on the Exchange server will migrate initially. After we go live with Cardinal Mail for faculty and staff, you will be able to schedule an appointment with a Technology Services technician to copy your .PST file data to Cardinal Mail.
- Will I need to do anything else before go live on Jan 6?
Yes. You have received a message from Technology Services instructing you to use the password reset tool on the university website to change your CUA logon password. This is part of the preparation to migrate to Cardinal Mail. Please be sure to do it as soon as possible.
Once you've changed it, you will use the new password to log onto your CUA Network logon account, as well as other CUA services such Cardinal Station, the Ricoh copiers, and, on Jan 6, Cardinal Mail.
- Do I need worry about my personal Gmail combining with Cardinal Mail during the migration?
No, Cardinal Mail Google Apps and personal Gmail accounts are separate, even though they have a similar appearance. Your personal Gmail will not combine with Cardinal Mail through the migration.
- How long will I be able to access my CUA Microsoft Exchange account following go live?
Within a short time (days, not weeks) after go live with Cardinal Mail, the university's Microsoft Exchange server will be shut down. Your use of desktop Outlook after that time will not include the ability to access any of your old Exchange data or use any Exchange functions such as sending email. The Outlook Web App (OWA) will no longer function once Exchange is shut down. The exact date of the Exchange shut down will be communicated in advance via email to all employees following go live.
- What applications are available in Cardinal Mail?
Cardinal Mail is the university's implementation of Google Apps for Education. The core, supported Google Apps available in Cardinal Mail are Email, Contacts, Calendar, Google Talk/Hangouts, Drive, Mobile, and Sites. Additionally, you will be able to use your Cardinal Mail account with these other Google Apps: Blogger, Chrome Web Store, Google Analytics, Google Books, Google Chrome Sync, Google Finance, Google Groups, Google News, Google Photos, Google Public Data, Google+, Location History, Youtube.
- What about some of the other Google Apps? I don't see them on the list above.
These are the Google Apps that are available in Cardinal Mail initially. Others will be enabled as we work with the community to determine which Apps are most requested.
- How do I log onto Cardinal Mail?
You are also able to sign onto Cardinal Mail at mail.cua.edu. All Cardinal Mail users must log on using their cua.edu address, even if you normally use another cua domain such as law.edu to send and receive email. For example, if you normally use email@example.com as you email address, you log onto Cardinal Mail as firstname.lastname@example.org, and then use your law.edu address as usual.
- Can I use Outlook, Thunderbird, Mac Mail.app or other desktop mail clients with Cardinal Mail?
We'd prefer users not use legacy clients. Using the Google Chrome web browser to access Cardinal Mail Google Apps provides the best experience, and is the method preferred by both Google and the university. While desktop mail clients can access Cardinal Mail email, and in some circumstances its Google Calendar and Contacts, synchronization is not always accurate and so using these client programs is not recommended. Note, though, the mobile clients for iOS and Android are fully supported as are the Google mobile apps.
- Can I access my Cardinal Mail account on multiple devices such as my CUA desktop, home laptop, iPad or tablet, smartphone?
Yes. Because Cardinal Mail and other Google Apps are web-based, you can access them from any device with an Internet connection and web browser. Additionally, Google has made apps available for iOS and Android mobile devices that you can use to access your university Cardinail Mail (Gmail), Google Docs, Google Sheets and Google Drive.
- It was stated Google provides “unlimited” quotas. Does this literally mean infinite quotas?
Google Apps for Education includes Google Apps Unlimited service. Google describes this as follows: "With Google Apps Unlimited, users can store as many files in Google Drive as they need, as well as unlimited Gmail messages and Google Photos. Users no longer need to pick and choose only the most valuable content, saving them time and worry." So, reading between those lines, unlimited quotas pertain to Google Drive, Google Apps Email and Google Photos. Other services may have storage size limits.
- Where can I get information about Google Apps accessibility?
Please read Google Apps user guide to accessibility (https://support.google.com/a/answer/1631886?hl=en) on Google's help site.
- Does the university retain ownership of its data on Google? How does Google keep our university data safe?
Google has a detailed Privacy FAQ on its website that answers these questions. As part of the go live process for migrating faculty and staff to Google Apps, the university will execute the data processing amendment to its Google agreement. The amendment provides additional contractual protections.
- Are the real-time collaboration tools secure enough to use with student data?
- What are the ten most troublesome issues new users have in effectively using Google for their day to day business?
Please see our CUA Google Support page. There is a Panic List of the top issues we have noted, along with many other resource links.
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- How do I use labels in Google Apps Email?
Labels organize your email messages into categories, similar to folders in Outlook. Please read Google's help article Gmail labels and how to use them for more information.
- How do I set my gmail as my browser's default email client for mailto links?
- I used Rules in Outlook. How to I use them in Google Apps Email?
Google calls rules "filters". Filters allow you to manage the flow of incoming messages, as did Rules in Outlook. Please read Google's help article Using filters for more information.
- I can't sort by columns in Google Apps Email. How do I find messages?
Searching in Google Apps uses the same technology that powers Google Search on the Internet. This allows very fast searches of even very large Google Apps accounts. Usually you can find what you're looking for just be typing a few related words in the Search bar. Please read Google's Search in Gmail help article for more information on using Search.
The search function in Google Apps Email also has powerful query word operators that allow you to hone in on just the message you're looking for. Please read Google's Gmail Advanced Search help article for a list of search operators and examples of using them.
- Can I stop Google Apps Email from grouping my messages together?
Google Apps Email groups message replies together to form a single conversation. This Conversation View can be turned off if you prefer not to group message replies. Please read Google help article Change how you see email replies for instructions on turning Conversation View on or off.
- What Exchange Outlook email features aren't available in Google Apps Email?
Message flag follow-up dates or reminders: Flagged messages in Outlook are starred in Gmail. But follow-up dates or reminders associated with a flag don't appear in Gmail (since Google stars don't have these features).
Category assignments: Use Labels as an alternative to Outlook categories.
Multiple signatures: Gmail supports a single signature.
Public folders: There are alternate features in Google Apps that provide the same functionality to Public folders. Contact email@example.com if you have new needs that were previously met by Public Folders.
Importance levels: Mark a message as "Starred" in Gmail to have it marked as high-importance.
Delivery receipts: When sending a message from Gmail, you can't request an automatic response when the message is delivered.
- I still have mail in some .PST files. Can I use Outlook to open my .PST file to retrieve an old message after Jan 6 go live?
Yes. you will be able to use desktop Outlook to open .PST files and view their data.
- Are there limits on the size of attachments that can be sent/received through email?
Yes. You can send and receive messages up to 25 MB, including the size of all attachments. Please note that Google Apps always blocks (returns to the sender) email messages with executable file attachments, such as .exe files, even if they are in a compressed file, such as a .zip or .tar file.
You can overcome email attachment size limits by attaching files from Google Drive. Instructions are found in the Google article Send very large attachments with your emails.
- How will I receive documents scanned to email on my department's Ricoh copier?
This functionality will remain the same. The scanned document will be sent to your Cardinal Mail account following go live on Jan 6.
- Will I be able to open my Cardinal Mail Inbox, Sent Mail or Google Drive from off campus?
Yes. Because Cardinal Mail is web-based, you can access it from any device with an Internet connection and web browser.
- Will the LISTSERV mailing lists be affected by the migration?
No, lists.cua.edu mailing lists will not be affected. The LISTSERV server is separate from Exchange and is not involved in the migration.
- I am an employee. Can I forward my Cardinal Mail to another account?
As best practice, any email that might contain CUA confidential, internal use only, or student information should not be forwarded to another email address.
- How can I search messages in Google Mail?
This article will explain how to find your message in Gmail: https://support.google.com/mail/answer/6593?hl=en
You can also do Advanced Searching as well - here is an article that explains this further: https://support.google.com/mail/answer/7190?hl=en
- How can I use priority in sending emails as I did in Outlook?
There is not a High Importance marker with exclamation point as there was in Outlook. Google recommends putting URGENT: in front of the Subject.
- Is it possible to forward attachments the way we used to forward documents in Outlook?
Forward an email with an attachment works the same in Cardinal Mail as in Outlook. Selecting Forward, rather than Reply, and entering names into the To field will send the attachment to those users.
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- How do I invite people to an event in Google Calendar?
For detailed information on how to do this, please read "Invite people to your event" on Google's help site. Note that you can use the "Find a time" feature to schedule an event at a time that works for everyone in Cardinal Mail that you've invited.
- How do I delegate access to my Calendar in Cardinal Mail?
You can give another user access to your calendar, including the ability to schedule and edit events. A delegated Google Calendar is a shared calendar with certain edit rights for the delegate. Please read Google help article Delegate Calendar access for more information on setting up a standard delegate access to allow someone to manage your Calendar.
- Are there other Calendar sharing options?
Yes. By default, other Cardinal Mail users can see only your free/busy information, not the details of your Calendar. Google has many sharing options for Calendars. Please read Google help article Share your calendar with someone for more information.
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- How do I delegate access to my Contacts in Cardinal Mail?
You delegate full access to the contacts in your “My Contacts” group to another user. Please read Google help article Delegate contacts for more information, including how to work with Contacts that have been delegated to you.
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- Should I use 2-step Verification in Cardinal Mail?
Yes! Using 2-Step Verification adds an important extra layer of security to your Cardinal Mail account and helps protect university data. You sign in with something you know (your password) and something you have (a code that is sent by SMS to your mobile phone). Please read Google help article "Turn on 2-Step Verification" to get started. Google has lots more information on its 2-Step Verification page.
- Can I use 2-Step Verification in Cardinal Mail if I'm already using it in my personal Gmail account?
Yes, Google treats these as two separate accounts. It sends different codes for each of them.
- Will there be new email addresses for Technology Services support and Facilities requests?
No, these addresses will not change.
- Does switching to Cardinal Mail mean I no longer need to use Remote Access?
Remote access is still recommended for accessing on-campus files and services. But, if you were using remote access to campus just for reading your Outlook email, then you may not need to use it, since Cardinal Mail is available through any computer or mobile device that has Internet access and a web browser.
- When an employee leaves the university do they retain access to Cardinal Mail?
Employee computer account disposition is part of the university's Electronic Communications Policy. Please read the associated Computer Account Disposition Procedures document regarding email access for employees.
- What will happen to users with multiple accounts (staff, alumni) and how can those be kept separate? Can they be merged?
In the past, a person might have a separate account for different roles. We are transitioning to everyone having one account. More information will be provided as this initiative gets underway.
- Can I sign into and use multiple Google accounts, e.g., Cardinal Mail and a personal account?
Yes. Please read Google help article Sign in to multiple accounts at once for detailed instructions and caveats. Another approach is to open your accounts from different browsers - for example, open your personal Gmai account using Internet Explorer and your work account using Chrome - this method keeps your world in separate windows!
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Other Use Case/Training Questions
- How can I make a video call using Google Hangouts?
You can use Google Hangouts to make video calls to up to nine other people. You and they will need to have webcams for desktop video. Please read Google Help article Start a video call on your computer for instructions. You can also Share your screen during a Hangout, which is very useful when making a presentation, especially now that Google has removed the requirement that guests have a Google account in order to join a Hangouts video call.
- Will I be able to use Google Chrome feature that saves my personal settings?
Yes, Google Chrome Sync is enabled for Cardinal Mail.
- Can I use Google Drive files offline?
No. Your Cardinal Mail Google Drive files can be used online only.
- What are the steps to migrate off-line emails (archived emails, emails saved to local computers) to Cardinal Mail?
In order to migrate emails one's self, you need to be an administator on your machine.
Technology Services will roll through departments offering 1:1 assistance to help migrate any email stored on local desktops into Cardinal Mail as well, which will also provide an opportunity to address any calendar questions at the same time. The building-by-building schedule can be found at the following link: http://computing.cua.edu/google/localmail.cfm
Once the migration process is started, Gmail and outlook can be used simultaneously without any issue. Technology Services has a listing of every staff and faculty in each building that will be checked off twice. Once when migration is initiated and again when it completes to make sure everything migrated. The amount of time it takes will depend on the size, but there is a limit of 60,000 messages or 500mb in a 24 hour period. The migration will restart after that threshold has been hit.
- Do we have consultants who can help set up Google for efficient utilization? Or, is there a plan to train one person per unit who can serve as a Google consultant?
Over a half-dozen hands-on training sessions have been offered with more on the way! Continue to check our CUA Google Support page: http://computing.cua.edu/google/index.cfm for upcoming trainings.
- Training Ideas:
- Shared Accounts - how they can be used for calendars, shared files, and folders in drive.
- Cardinal Mail Organization - how best to clean up old folders, create new labels and use them more effectively, along with how to manage delete vs. archive.
- Google Documents - how to share, collaborate, use rather than a shared drive.
- Google Vault - what and how to use.
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