Category Archives: Gmail Google Apps FAQ

Gmail & Google Apps for Education FAQ

Gmail and Google Apps for Education are now available for students at Simmons. Please note that the project to move faculty and staff to Google Apps for Education has begun and we will provide more information and instructions in November, 2012.

We hope you’ll find answers to most of your questions below. If you are experiencing any issues with setting up or using Gmail, please contact the Service Desk at 617-521-2222.

Top questions about using Gmail:

 

Other questions:

 

Q: Is there anything I have to do to prepare?
A: Yes, there are a couple “spring cleaning” activities to do before the migration. Check your current folders names at email.simmons.edu to see if there are any special characters (including *, ( ), { }, [ ], \, %, “, ^, `) in the folder names and remove them. Any folders with special characters will be migrated, but the folder names may be lost. Also, please make sure that folder names are relatively short and that you have organized any subfolders. Gmail will only display up to 255 characters for nested folder names, so try to keep these simple if you can.

 

Q: What about address books and contacts?
A: Gmail will be populated with an address book containing all Simmons students, faculty, and staff. However, personal address books you have created in Webmail will not be migrated. Please export your personal address book(s) from email.simmons.edu before migration so you can import them to Gmail after the migration. Easy instructions for doing this can be found here.

 

Q: How will I know when my email has been migrated? Can I still use email.simmons.edu?
A: As soon as the migration is complete, you will see a message if you log in to email.simmons.edu confirming that your email has been migrated and pointing you to gmail.simmons.edu. You will no longer be able to send or receive mail at email.simmons.edu. There may be a brief period during the migration when you are unable to log in to email.simmons.edu to check your email. If this happens, please wait 30 minutes and then try logging in at gmail.simmons.edu.

 

Q: What happens if I currently forward my Simmons email to another account (Gmail, Yahoo, etc.)?
A: Unfortunately, you will need to reset your forwarding after migration. Fortunately, this is very simple. After the migration, simply log in at gmail.simmons.edu and then follow these step-by-step instructions. Remember, if you ever need help, you can contact the Service Desk.

 

Q: Can I set up my Simmons email on my mobile device?
A: Of course! Below are direct links to setting up specific devices. Before getting started, you will need to CHANGE YOUR SIMMONS PASSWORD TO A NEW PASSWORD at https://preferences.simmons.edu. Your new password may take 15-30 minutes to migrate to Gmail. Next, please proceed as instructed for your device. Remember to use your full Simmons email address (first.last@simmons.edu) for “Email address” and username@simmons.edu for your “Account Name/Login.”

  • iPhone/iPad
    1. Make sure you’ve enabled IMAP in your main Mail settings
    2. Open the Settings app on your device
    3. Tap Mail, Contacts, Calendars
    4. Tap Add Account…
    5. Tap Gmail
    6. Enter your account information:
      1. Use username@simmons.edu in the Email Address field
      2. Use username@simmons.edu in the Account Name/Login field.
    7. Tap Next
    8. Tap Save
  • Android
    1. Open the Accounts & sync Settings screen on your device. You can do this in Contacts by pressing Menu and pressing Accounts, or directly in the Settings application. The Accounts & sync settings screen displays your current sync settings and a list of your current accounts.
    2. Touch Add account.
    3. Touch Google to add your Google Apps for Education account.
    4. Touch Sign in when prompted for your Google Apps for Education account.
    5. Enter your full Simmons email address as your username, and then enter your password.
    6. Select which services you’d like to sync.
  • Blackberry
    • When setting up a Blackberry, remember to click on “View instructions for Google Apps email address”

Remember: In order to use Gmail on your mobile device or computer via IMAP (as referenced in the instructions above) you MUST change your password to a NEW PASSWORD AFTER the migration occurs at http://preferences.simmons.edu. This will push your password to Google. If you do not need to use IMAP, then there is no need to reset your password.

Please note that Simmons Technology supports IMAP connections but we do not support POP3 connections. We strongly encourage you to use a supported mail client with IMAP configuration. Unsupported mail clients and configurations cannot be supported by Simmons Technology.

 

Q: How do I check my Simmons Gmail with a desktop client (such as Outlook, Thunderbird, or Apple Mail)?
A: Below are direct links to setting up specific email software. Before getting started, you will need to CHANGE YOUR SIMMONS PASSWORD TO A NEW PASSWORD at https://preferences.simmons.edu. Your new password may take 15-30 minutes to migrate to Gmail. Next, please proceed as instructed for your email software. Also, use your full Simmons email address (first.last@simmons.edu) for “Email address” and username@simmons.edu for your “Account Name/Login.”

Remember: In order to use Gmail on your mobile device or computer via IMAP (as referenced in the instructions above) you MUST change your password to a NEW PASSWORD AFTER the migration occurs at http://preferences.simmons.edu. This will push your password to Google. If you do not need to use IMAP, then there is no need to reset your password.

 

Q: Can I check my Gmail using Simmons Connection?
A: Yes, you will see your Gmail front and center in Simmons Connection. The first time you log in to Simmons Connection, you will also need to log in to Gmail. Please note that Simmons Connection also checks your Gmail via a service called IMAP (just like mobile devices) and you MUST change your password to a NEW PASSWORD AFTER the migration occurs at http://preferences.simmons.edu. This will push your password to Google.

 

Q: How is gmail.simmons.edu different from regular Gmail? Will my email address change?
A: Our switch to Gmail and Google Apps for Education means that your Simmons email will now be available at gmail.simmons.edu. Your email address will not change. You will simply access your email from a new location and be able to take advantage of more storage space, more powerful collaboration tools, and more.

 

Q: What are some of the benefits of this switch? How is this better than our previous email?
A: Gmail for students offers modern, easy to use and powerful email with 25GB of storage for student accounts. GoogleApps for education also offers a host of powerful collaboration tools that will improve your ability to connect with fellow Simmons students. Visit the Google Apps for Education site to learn more.

 

Q: How do I get my Simmons email after the migration to Gmail?
A: Go to gmail.simmons.edu and log in using your Simmons user name and password.

 

Q: Will all of my email from email.simmons.edu be available in Gmail?
A: Yes. While there will be a brief period during the migration when some of your older email stored on email.simmons.edu might be unavailable, it will all be migrated to Gmail. You should immediately see the last five weeks of email sent and received, and your archived email will follow shortly thereafter.

 

Q: I already have a personal Gmail account. Why do I need two Gmail accounts?
A: Your Simmons email is not an additional Gmail account, but simply your Simmons email accessed through Gmail. If you already have a Gmail account, this means that you don’t have to leave Gmail to check your Simmons email. When you’re logged in at gmail.simmons.edu, simply click the gear icon in the upper right corner, then click add account, and enter your account info for your personal Gmail account. You’ll then be able to switch back and forth. If you choose to forward your Simmons email to your personal Gmail account, you will not need to use gmail.simmons.edu to access your Simmons email.

 

Q: Do you have tutorials on how to use Gmail and Google Apps for Education?
A: Google has actually created an entire site called the Google Apps Learning Center. You can get answers to all of your questions about using Gmail and Google Apps there.

 

Q: What’s Google Drive? Is it the same as Google Docs?
A: Recently, Google has rebranded Docs as Drive. Google Drive will provide you with all of the same functionality as Google Docs AND provide you with 5GB of storage space. Please note that if you run out of space, you have the option to purchase more from Google. Simmons is not involved with storage space on Drive and does not sell additional storage space. To use Google Drive, just click on Documents in the toolbar at the top of your Gmail.

 

Q: Are Gmail and Google Apps for Education available to seniors graduating in May, 2012?
A: For the immediate future, the policy of allowing students to keep thier Simmons email 90 days after graduation will remain in effect. Your email will be migrated to Gmail and then be available until your 90 day period ends. However, this summer Technology will be evaluating the technical hurdles we need to overcome to allow students to keep their email for life. We’ll keep you updated on any developments.

 

Q: I have concerns about privacy and data security. Can you assure me that using Google products is safe?
A: Yes. Please see this page which contains more information on privacy and security when using Google Apps for Education.