Google Mail

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Overview

We recommend strongly that you process your Google Apps email on the Web to get the full benefit of the product, although it is compatible with most email client applications. Google Mail was designed to be run in the Chrome browser, which will provide the best experience, but it runs on any browser.

Attachment size for Google Mail is limited to 25MB. Any larger documents, spreadsheets, or other attachments should be shared within the Google Drive, not sent as an attachment.

Google Apps and Listservs

For information on working with Google Apps and listservs, go to our Going Google Website.

ETAL Accounts

See Moving ETAL Accounts to Google Apps for more information.


Moving Email from Apple Mail


Google's Email Uploader tool can migrate all email from Apple Mail to Google Mail. Google has

directions for uploading email from Apple Mail.

The Email Uploader for Apple is available as a download here. After you download the zipped file, depending on your Security settings, you may see a warning stating that your computer will not open the file. If this happens, You will need to open System Preferences, and the Security Preference Pane. (You may need to click the lock to make any changes on this Preference Pane.) In the General Tab, in the bottom half, Select ANYWHERE under the "Allow apps download from." After you have unzipped and opened the Google Email Uploader, you should return your security settings to just "Mac App Store and identified developers."

If you have a considerable amount of email, the uploader can require over twenty-four hours to upload your mail. When it starts uploading, it will provide an estimate of the amount of time required to move all the mail.

Example of Using the Google Email Uploader with Apple Mail
.



Some messages may be skipped, and the transfer of some may fail. There are options in the middle of the window that allow the user to see the settings they selected, see the progress message by message (this is the actual log file), and a view to see which messages were skipped. To view the any skipped messages, you need to select each message from the top right pull-down menu. In the window, you will see the metadata for message along with it's contents. All skipped messages may in fact not be messages. Mixed in with the messages may be some nickname files or contact files from the Apple Contacts application.

Google Email Uploader Skipped Messages

PLEASE NOTE:

  1. The slow speed of the transfer is not due to the URI network. Google throttles email migrations so that their systems are not overwhelmed at any one time.
  2. All uploaded email will be moved to the Google Mail Inbox. Google does not use folders.
  3. All migrated email will be flagged with whatever additional label you specified in the Uploader Selection process. By default, this is "Uploaded DD-MMM-YYYY." When you look in your Google Mail account, each of the uploaded emails will be prefaced with that label.


Migrating Mail from another Google Account


If you have another Google mail account that you want to migrate your data from, Google has directions online. In addition to Apps to Apps migrations, these instructions can be used for Gmail to Apps migrations.

Contacts: Each email account allows users to export the contacts list in a CSV or vCard format. You can them import them to your new uri.edu Google account.

Calendar: Google Calendar offers the ability to download an iCal file to your desktop (limited to calendars that are publicly shared), or you can download all calendars in your 'My Calendars' list. You can also choose to share individual calendars with email addresses in your new account.

Drive: Google Drive lets you manually download a file to your computer in various formats. You can also share individual documents with email addresses in your new account and then copy them. You can also use the Google File Menu options to export/import documents programmatically.

Sites: You can share individual sites with an email address on your new domain and then copy the site.

Other Google applications: You can find additional information about moving data from other Google applications in the Google Accounts Help Center.

NOTES:

  1. Some data such as iGoogle, can't currently be migrated to a new account.
  2. You can use the Provisioning API to recreate your groups, but the group archives can't be migrated.
  3. You can't migrate your videos from aGmail account, you must export the videos and then import them into your new account.



Using the Google Mail Web Interface for Email


The Google Mail Web interface can be customized through the use of Settings and Configure The Inbox, which are available under the gear icon above and to the right of the open Mail window.

Configuring Your Inbox


If you select Configure the Inbox, you see the option to use Tabs. Tabs are associated with the Google Categories (Primary, Social, Promotions, Updates and Forums).

If you select to use the Tabs, your incoming email will be segregated into those Categories across the top of the INBOX, each looking like it is functioning separately.

According to Google, the Categories separate your email into the following groups:

  • Primary: Messages from friends and family, as well as any other messages that don’t appear in other tabs.
  • Social: Messages from social networks, media-sharing sites, online dating services, gaming platforms, and other social websites.
  • Promotions: Your deals, offers, and other promotional emails.
  • Updates: Notifications such as confirmations, receipts, bills, and statements.
  • Forums: Messages from online groups, discussion boards, and mailing lists.


In reality, messages may be categorized incorrectly, such as a promotion from a store being delivered as an update. You can correct this, by selecting that message and using the MOVE TO function and moving it to another category. Google will then "learn" what you consider to be your version of their categories.

Labels vs. Folders


The difference between Google labels and folders, which are present in other email systems, is important to understand. The primary difference is that Labels organize messages while Folders are used to store messages somewhere other than the Inbox. In Google Mail, a message can have many different labels in order to organize it for later use. In other email systems, you can typically only store a message in just one folder.

Google Default Labels


You can choose to show or hide all Labels except the Inbox which is always displayed in the left menu. To show or hide different labels, use the Settings under the gear icon above and to the right of the open window. Once you have opened Settings, choose the Labels tab to pick which labels that you want to show or hide.

The following Labels are automatically configured by Google:

Inbox: A view of all of your conversations that have not been archived. In parentheses next to the Inbox option in the left menu is the number of unread messages in the Inbox.

Starred: A view of the messages you have marked with a star. You can assign stars to special conversations or messages, or use them as a visual reminder that you need to follow-up on a message or conversation later. To add a star, click the star icon. You can set how many different types of stars to use in the Mail General Tab in Settings.

Important:Gmail uses automatic filters to help you identify important messages, but you do need to train it by marking messages as important or not important. In a short time, it can be surprisingly accurate. To find out more about the Important Label, this Google article explains it clearly. If you choose to show and use the Important Label, you can hover your mouse over the important marker to find out why each message was classified

Chats: A view that shows your archived text chat conversations using Google chat function.

Sent Mail: Shows all of the messages you have sent from your Google Mail account.

Drafts: As you compose messages, Google Mail automatically saves them as drafts. You can access your drafts and edit them or delete them by clicking on the Drafts Label in the Left Menu. Once you have sent that message, it will automatically be tagged with a Sent Label and be available under the SENT Label located in the left menu

All Mail: A view of all of the messages you have ever sent or received including Archived messages

Spam: Gmail has a robust filtering system to keep unwanted and potentially malicious messages from reaching your inbox. (You can also report a message as spam to Google by selecting it in your inbox and clicking the SPAM icon above the inbox.) Messages labeled as Spam will automatically delete after 30 days

Trash: When you delete a message, it will remain viewable for 30 days by selecting this label; after 30 days, the message is deleted permanently Note: You cannot change the names of these labels, but you can choose which will display in the sidebar above More, in your Settings.

Using Outlook with Your Google Account


You can retrieve your Gmail messages with a client or device that supports IMAP, like Microsoft Outlook or Apple Mail, but first you must enable IMAP in your Google Mail settings:

  • Sign in to your Google Mail account.
  • Click the gear in the top right.
  • Select Settings.
  • Click Forwarding and POP/IMAP.
  • Select Enable IMAP.
  • Click Save Changes.

Note: This setting is not available while using the basic HTML view of Gmail. To enable IMAP, use the standard view instead.

Once you've enabled IMAP in your Gmail settings, you need to configure your Outlook.

  • Open Outlook or Windows Mail.
  • Click the Tools menu, and select Accounts or Email Accounts
  • Click Add.
  • Incoming Mail (IMAP) Server - Requires SSL
imap.gmail.com
Port: 993
Requires SSL:Yes
  • Outgoing Mail (SMTP) Server - Requires TLS
smtp.gmail.com
Port: 465 or 587
Requires SSL: Yes
Requires authentication: Yes
Use same settings as incoming mail server
  • Full Name or Display Name: [your name]
  • Account Name or User Name: your full Google Mail address (username@uri.edu).
  • Email address: your full Google Maill address(username@uri.edu).
  • Password: your Google Mail password

Google recommends the following settings in Outlook:

Outlook 2010/2013

  • In the Email Options settings reached by selecting File > Options > Mail > Save messages:
  • Save copies of messages in Sent Items folder > leave unchecked

Outlook 2003/2007

  • In the Email Options settings reached by selecting Tools > Options > Preferences > Email options:
  • Save copies of messages in Sent Items folder > leave unchecked



Using Outlook Express with Your Google Account


The setup for Google Mail in Outlook Express will be the same as Outlook above with the following notes:
As a general rule, Google suggests the following settings:
Sending:

  • Do not save sent messages on the server. If your client is sending mail through Gmail's SMTP server, your sent messages will be automatically copied to the [Gmail]/Sent Mail folder.
  • DO save draft messages on the server. If you want your drafts in your mail client to sync correctly with Gmail's web interface, set your client to save drafts to the [Gmail]/Drafts folder.


Deleting:

  • Do not save deleted messages on the server. Messages that are deleted from an IMAP folder (except for those in [Gmail]/Spam or [Gmail]/Trash) only have that label removed and still exist in All Mail. Hence, your client doesn't need to store an extra copy of a deleted message.
  • Do not save deleted messages to your [Gmail]/Trash folder because this will delete a message in all folders.
  • Do not save deleted messages to your [Gmail]/All Mail folder as some clients will try to empty this folder and ultimately fail. This can lead to delayed mail access or excessive battery consumption on a mobile device.


Junk mail and spam:

  • Do not enable your client's junk mail filters. Gmail's spam filters also work in your IMAP client, and we recommend turning off any additional anti-spam or junk mail filters within your client. Your client's filter will attempt to download and classify all of your existing messages, which may slow down your client until the process is complete.


Using Apple Mail with Your Google Account


You can set up your Apple Mail application to send and receive messages from your Google Apps for Education account.

  • Open the Mail app on your computer.
  • Select the Mail menu at the top, and then Preferences.


Choose the Account Option in Calendar Preferences


  • If you are using the Yosemite operating system (the most recent, choose Add Accounts.


NOTE: If you are using an older operating system, you may need to choose either Preferences or Accounts. If Preferences, choose the Accounts option and then click the + button in the bottom corner. If you choose Accounts option under the Mail menu, click the + button in the bottom corner. A new window will open.

Setting up Your Calendar as a Google Calendar



  • Choose Google.



Types of Accounts



  • Type your name.
  • Type your full email address (username@uri.edu).
  • Type your password.
  • Click Set up.



Set-up Options



  • Make sure Mail is selected and click Done.



Choosing Google as the account type will automatically select the correct IMAP and SMTP servers and ports for the application to use with the Google email server.

Google recommends the following settings for use with Apple Mail:

  • From the Mail menu, click Preferences > Accounts > Mailbox Behaviors
  • Store draft messages on the server > leave unchecked
  • Store sent messages on the server > leave unchecked
  • Store junk messages on the server > checked
  • Delete junk messages when > Never
  • Move deleted messages to the Trash mailbox > leave unchecked
  • Store deleted messages on the server > leave unchecked



Legitimate email Marked as Spam


If you receive legimitate email that automatically filters into your Spam label, see Google's web page "Legitimate Mail is Marked as Spam."

NOTE: It is recommended that the "Spam" label is checked regularly to ensure there is no legitimate email in it.

Receiving email from your own Account


In order to receive email from your own email account in your "Inbox", you must address the email to your official University email address and not your alias email address. See the following example:

  • kkd614@uri.edu = official University email address


  • kkd@uri.edu = alias email address



Resources to Learn More About Google Mail Web Interface


Google provides a wonderful support environment for their Google Apps for Education users. Listed below are just a few of the support pages that you might want to read.



If you are looking for another topic, go to theGoogle Apps Support Page and use the search bar to find your topic.