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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 that is not browser-based (for example, the Gmail application on my mobile device, IMAP/POP mail client, the 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 I 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 the message: "<Name of 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." How do I request that a service be enabled for me?

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

When my account is deleted, what happens to any data I had in Google?

What happened to Google Apps?

Where can I find additional help and information?

Gmail

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

How do I report junk email 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 G Suite, with the exception of people in organizations that are part of the Organized Health Care Arrangement (OHCA) and 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 G Suite) for faculty, students, and staff. Please see http://it.chicagobooth.edu/productivity-collaboration/ for information.

Individual departments at the university may have their own preferred email and calendaring tools. Check with your departmental administration before choosing UChicago G Suite as your collaboration tool.

How do I get access to UChicago G Suite?

UChicago G Suite is available for current students, faculty, and staff of the university, at the following links.

Additional apps are available to UChicago users at the Google Apps Marketplace.

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

You can access your UChicago G Suite account via web browser using the campus single sign-on system, Shibboleth, but this is not an option when you are not using a web browser. In these cases, you need to use a special password for your UChicago G Suite account. You can set this password at the G Suite Password webpage. When you set this password, you can use it to access your UChicago Google Apps account and services with most non-browser based applications, clients, and devices .

Once you have set up your UChicago G Suite password, please see the Google Sync page for specific instructions on setting up your devices to sync.

Who reviewed the Google Agreement with the University of Chicago?

The university participates in an agreement 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, you are permitted to store documents containing information classified as "Education Records" under FERPA in UChicago Google Apps.

The use of Google Apps for protected health information is not compliant with patient privacy requirements, including HIPAA.

Protected health information may not be transmitted, stored, or shared using any G Suite application.

If I request a UChicago Google account and I 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 G Suite applications is available at the G Suite Learning Center. If you have specific questions about using or configuring UChicago Google Apps in the university environment, contact the IT Services Service Desk.

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 the message: "<Name of 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." 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 for current students, faculty, and staff of the university. 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.

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 cycle, after which it is deleted. For students, our policy is that we maintain your account for a grace period of two academic quarters. If you have not become re-affiliated through academic registration or employment within the University of Chicago by the end of the grace period, your account enters a 45-day notification cycle, after which it is deleted.

When my account is deleted, what happens to any data I had in Google?

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 the article 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 using 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 that 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 emails 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.

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

To add an alias:

  1. Go to the Mail Aliasing page and click Add a new mail alias.
    Aliases start
  2. Enter your desired alias and click Add this alias.
    Add new alias
  3. After creating a new alias, you must add it as a new email 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

Google Docs

Who owns my Google docs?

You own the documents as the UChicago G Suite account user, 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 at the About Google Docs page.

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

Anyone with whom you have shared G Suite documents will lose access to them unless they have copied them elsewhere before your account is deleted. In order to preserve your documents, you must either save them to an outside source (see above) or transfer ownership of the G Suite file to someone else before your account closes.

For information on changing document ownership, see Stop, limit, or change sharing 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 the Google Calendar Help Center.


Google Sites

What is Google Sites?

Google Sites allows you to create websites to share information with others. Individuals or teams 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 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 comply with university policies. These include but are not limited to: The University of Chicago Policy on Information Technology Use and Access

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 cycle, 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 format 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 the instructions at the Google Drive Help Center to install Google Drive on your computer.

Where can I get help using Google Drive?

Visit the Google Drive Help Center 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?

Log in to any G Suite application (Gmail, Google Docs, Calendar, Sites, or Drive). From the App Launcher (a 3x3 grid icon near the upper right corner of the screen), click More and select the Lucidpress icon.

Where can I get help using Lucidpress?

Visit the Lucidpress Help Center 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?

Log in 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 the Lucidchart Help Center for instructions, tutorials, and templates.

See Also:

G Suite - Account Closure Guide




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 10:42 CDTUpdated:2017-03-29 21:42 CDT
Sites:University of Chicago, University of Chicago - Sandbox
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