Topics Map > University of Chicago > IT Services > Email & Collaboration Tools > Email & Calendaring > G Suite

Using UChicago G Suite - FAQ

This article explains answers to a set of frequently asked questions regarding G Suite (formerly known as Google Apps).

General

Who is eligible for UChicago G Suite?

How do I get access to UChicago G Suite?

How do I access my UChicago G Suite applications from an application which is not web-browser based (I.e. Gmail application on my mobile device, IMAP/POP mail client, Google Drive application/client, etc.)?

Who reviewed the Google Agreement with the University of Chicago?

What kind of content can be put in UChicago G Suite?

If I request a UChicago Google account and already have a Google account, is my account merged with the UChicago account?

What do I do if I have questions or problems using UChicago G Suite?

How much space do I get with UChicago G Suite?

When I try to use certain Google Services I receive a "<Google Service> is not available for your organization (uchicago.edu). Please contact your administrator to enable this service. If you're an administrator, learn more here." message. How do I request that a service be enabled for me?

What happens to my account when I graduate or leave the University?

What happens to any data I had in Google when my account is deleted?

What happened to Google Apps?

Where can I find additional help and information?

Gmail

Can I import my old contacts and e-mails into my new Google account?

How do I report junk e-mail or account abuse?

Can I add other email addresses to my account?

Google Docs

Who owns my Google docs?

Can I change ownership of a doc?

Where can I get more help with Google Docs?

What happens to my shared documents if my account is deleted after I leave the University of Chicago?

Google Calendar

Can I synchronize my Google Calendar with my BlackBerry?

Where can I find more information about Google Calendar?

Google Sites

What is Google Sites?

How do I get started building a Site?

Can I post anything to a Site?

What happens to my gsites.uchicago.edu files and images when my account is deleted?

Where can I get more help with Google Sites

Google Drive

How do I use Google Drive?

Where can I get help using Google Drive?

Lucidpress

What is Lucidpress?

How can I use Lucidpress?

Where can I get help using Lucidpress?

Lucidchart

What is Lucidchart?

How can I use Lucidchart?

Where can I get help using Lucidchart?


General

Who is eligible for UChicago G Suite?

All current students, faculty, and staff are eligible to use UChicago Google docs, with the exception of people in organizations that are part of the Organized Health Care Arrangement (OHCA), i.e. people that are subject to the Biological Science Divisions HIPAA policies.

If you are part of OHCA but would like access to UChicago G Suite, you can request an OHCA exception by contacting the BSD Information Security Office by email at bsdisohelp@rt.cri.uchicago.edu.

The Booth School of Business offers its own collaboration tools (including Google Docs) for faculty, students, and staff. Please see http://it.chicagobooth.edu/productivity-collaboration/ for information.

Individual departments at the University may have preferences for what tools people use for email and calendaring. Check with your departmental administration before choosing UChicago Google docs as your collaboration tool.

How do I get access to UChicago G Suite?

Google Apps are available now for current students, faculty, and staff of the University, at the following addresses.

Additional Apps are available to UChicago users via the Google Apps Marketplace.

How do I access my UChicago G Suite applications from an application which is not web-browser based (i.e. Gmail application on my mobile device, IMAP/POP mail client, Google Drive application/client, etc.)?

Accessing your UChicago G Suite account via web browser uses the campus single sign-on system, Shibboleth, but this is not an option when using methods of access which are not browser-based. In these cases you need to use a special password for your UChicago G Suite account, which can be set at https://cnet.uchicago.edu/GSuitePasswd/. Once you've set this password, you can then use it with most non-browser based applications/clients/devices to access your UChicago Google Apps account and services.

Once you've setup your discrete UChicago G Suite password, please see http://www.google.com/sync/index.html for specific instructions for setting up your devices to sync.

Who reviewed the Google Agreement with the University of Chicago?

The University participated in an agreement that was negotiated with a consortium of schools. The University of Chicago Legal office participated in the review.

What kind of content can be put in UChicago G Suite?

Under the terms of the University's agreement with Google, it is permissible to store documents containing information classified as "Education Records" under FERPA in UChicago Google Apps. The use of Google Apps for protected health information (PHI) is not compliant with patient privacy requirements, including HIPAA. Therefore, PHI can not be transmitted, stored or shared via any Google Apps application.

If I request a UChicago Google account and already have a Google account, is my account merged with the UChicago account?

No, your UChicago Google account is a new account, fully independent of any accounts you may have previously created with Google. You can link the accounts through forwarding or fetching mail, but they remain fully independent. If you leave the University of Chicago, you can use Google tools to move your UChicago Google mail to your personal Google account.

What do I do if I have questions or problems using UChicago G Suite?

Extensive help for Google Apps is available at the G Suite Learning Center, https://gsuite.google.com/learning-center/. If you have specific questions about using or configuring UChicago Google Apps in the University environment, contact the IT Services Service Desk at https://itservices.uchicago.edu/node/902/.

How much space do I get with UChicago G Suite?

UChicago G Suite offers unlimited storage space.

When I try to use certain Google Services I receive a "<Google Service> is not available for your organization (uchicago.edu). Please contact your administrator to enable this service. If you're an administrator, learn more here." message. How do I request that a service be enabled for me?

The University's contract with Google covers the "core services", which are now available. We will evaluate other Google services as they become available to Google Apps for Education customers and determine their suitability to the University community. If you have questions about the availability of a specific Google service in UChicago G Suite, please contact the IT Services Service Desk at https://itservices.uchicago.edu/node/902/.

What happens to my account when I graduate or leave the University?

For faculty and staff, the normal procedure is that the account will enter a 45 day notification process after which it is deleted. For students, our policy is that we maintain your account for two academic quarters grace period, and, if you have not become re-affiliated through academic registration or employment within the University of Chicago, your account begins a 45 day cycle of notification and finally, deletion.

What happens to any data I had in Google when my account is deleted?

You must migrate, export, or otherwise save it, prior to the end of the 45 day closure process, or it will be deleted. Google provides tools to migrate your UChicago Google account to a personal account with them, or to export the files to common formats for storage or import into other systems. For more information, see our Google Apps Account Closure Guide.

 What happened to Google Apps?

In Fall 2016, Google rebranded their Google Apps service as G Suite.

Where can I find additional help and information?

The Google Help Center is a great resource for all questions and is updated often. The Google Apps Help Forum also hosts current conversations about known issues.


Gmail

Can I import my old contacts and emails into my new Google account?

Yes, you can import your contacts from a .csv file by following these instructions. Outlook or Mac users can also download the Google Apps Migration for Microsoft Outlook® Tool or the Google Email Uploader for Mac Tool to simplify message and contact migration.

How do I report junk email or account abuse?

Use the Report Spam button to let Google know if you received junk email or a spoofed message.

Use the Report Phishing link to let Google know if you have received a phishing message. You will see a red warning message at the top of any e-mails that are suspected of referencing a phishing site.

Can I add other email addresses to my account?

Yes, you can add up to five aliases to your account. To do this, navigate to https://cnet.uchicago.edu/aliases/ and click Add a new mail alias.
Aliases start

Enter your desired alias and click Add this alias.
Add new alias

After creating a new alias, you must add it as a new e-mail account by following these instructions. Then you can send mail from any alias account by selecting the alias from the drop-down list in the "From" field when composing an email.
Aliases success

IMPORTANT: You cannot log in to your Gmail account with an alias.

Google Docs

Who owns my Google docs?

You, as the UChicago G Suite user, own the docs, not Google.

Can I change ownership of a doc?

Yes, but only to or from someone within the UChicago Google domain.

Where can I get more help with Google Docs?

Visit Google's overview of Google Docs here.

What happens to my shared documents if my account is deleted after I leave the University of Chicago?

Those with whom they have been shared will lose access to them unless they had previously copied them elsewhere. In order to preserve your documents, you must either save them to an outside source (see above) or change the ownership of the file before your account closes. For information on changing document ownership, see Google's help page on sharing settings and scroll to "Change the owner of a file or folder.

Google Calendar

Can I synchronize my Google Calendar with my BlackBerry?

You can already access your calendar from your phone's Internet browser, but if you use a BlackBerry, you have an additional synchronization option. Download and install the Google Sync for Mobile application from your BlackBerry browser so that changes to your calendar appointments will be automatically reflected on your BlackBerry. This application is free from Google, but carrier charges may apply.

Where can I find more information about Google Calendar?

Visit http://www.google.com/support/calendar/


Google Sites

What is Google Sites?

Google Sites allow you to create websites to share information with others. Individuals or team members can work together to upload group documents, add comments, group calendars, photos, and videos to the Site.

For more information, see site examples and take a quick tour of the Web site service.

How do I get started building my Site?

A full explanation of details ranging from customization tips to embedding objects to managing your account are available on the Google Sites Help Center.

Can I post anything to a Site?

All Site content must adhere to University policy. These include but are not limited to: IT Policies

What happens to my gsites.uchicago.edu files and images when my account is deleted?

You must migrate, export, or otherwise save your site prior to the end of the 45 day closure process, or it will be deleted. Google provides tools to migrate your UChicago Google site to a personal Google site with them, or to export the files to common html formats for import into other systems.

Where can I get more help with Google Sites?

Visit the robust Google Sites Help Center for assistance with Sites. If you would like to report an issue to Google, visit the Google Sites Help Group to share information.

Google Drive

How do I use Google Drive?

Follow these instructions to install Google Drive on your computer.

Where can I get help using Google Drive?

Visit http://support.google.com/drive/ for more information.

Lucidpress

What is Lucidpress?

Lucidpress is a browser-based print and digital layout and design application. It is available to UChicago users via the Google App Marketplace.

How can I use Lucidpress?

Login to any Google App (Gmail, Google Docs, Calendar, Sites, or Drive). From the App Launcher (3x3 grid icon near the upper right corner), click on More and select the Lucidpress icon.

Where can I get help using Lucidpress?

Visit http://support.lucidpress.com/categories/20121236-Tutorials for instructions, tutorials, and templates.

Lucidchart

What is Lucidchart?

Lucidchart is a flow chart maker and online diagram software. It is available to UChicago users via the Google App Marketplace.

How can I use Lucidchart?

Login to any Google App (Gmail, Google Docs, Calendar, Sites, or Drive). From the App Launcher (3x3 grid icon near the upper right corner), click on More and select the Lucidchart icon.

Where can I get help using Lucidchart?

Visit http://support.lucidchart.com/categories/20063795-Tutorials for instructions, tutorials, and templates.

See Also:




Keywords:gmail gdocs gcal gsites drive lucid lucidpress lucidchart google apps gsuite   Doc ID:26998
Owner:Astrid F.Group:University of Chicago
Created:2012-10-23 09:42 CSTUpdated:2016-11-07 16:28 CST
Sites:University of Chicago, University of Chicago - Sandbox
Feedback:  0   1