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Google Apps for Education How-To

Google Calendar
Google Drive
Google Groups
Google Sites
Mobile Connectivity
Other Help
Password Change


I'm having issues with Google Apps, is there anywhere I can check to see if Google is experiencing issues with their applications?

Yes.  You can view the Google Apps Status Dashboard to see if Google is experiencing issues with the various applications.  There will be a check mark next to the application name if there are no issues, a wrench next to the application name if there is a service disruption, and an X next to the application name if there is a service outage. 
If you are having an issue only with Gmail, you can check a list of known Gmail issues.  If you are having an issue only with the calendar, you can check Google's list of known Calendar issues.  Please contact IT Support if you are unable to find a resolution to your problem.

How can I change my password?

  1. Click your profile picture (or the picture of the head in the circle) in the upper right hand corner of your inbox screen.
  2. Select the Account link.
  3. Click the Security link at the top of the screen.
  4. Then, click the Change Password link.
  5. Enter your username and password and then follow the steps to change your password. Please contact IT Support if you are having trouble changing your password.

How can I ensure that my Google account is secure?
Google provides a Security Checklist that you can walk through to verify that your Gmail security measures are up to date.

Is there somewhere I can go to view Google help videos?
Yes, Google has many helpful training videos.  Links to these videos are below.

Gmail video overview
Google Calendar video overview
Google Drive video overview
Google Groups overview
Google Sites video overview
Picasa Web Albums overview

YouTube overview
Google Analytics overview
Blogger overview
Google Plus overview


Can I still use Outlook/Entourage (or other clients) with GAE?
Yes.  If you are using Outlook, IT recommends using Google Apps Sync for Outlook
For all other email clients, you can set up your client with an IMAP or POP connection. Basically IMAP is a two-way connection with the mail server and POP is a one way download of mail from the server. 

Setup Instructions:

IMAP Setup
POP Setup

How can I transfer my email from one Google account to another Google account?
Follow these instructions for transferring email from one Google account to another Google account.

How does the Gmail spam filter work?
Gmail can be "trained" to know what messages are Spam and which aren't.  Check out Google's instructions for managing spam

Why are some emails grouped together and can I turn that off? Gmail groups all replies with their original message, creating a single conversation or thread. You are able to turn off the conversation view by going to Gmail Settings and then setting the conversation view on the General tab to off.  More information about conversations and instructions for turning them off are available on Google's conversations page.

Can I delete one part of a conversation?
Yes, open the part of the conversation that you would like to delete. Use the context menu of the message (on the right with Reply and a drop down arrow) to select Delete. Only the part of the conversation that is open will be deleted.

How can I print an email message?
To print a conversation, use the Print or Print all link on the Gmail screen. To print an individual message, click the context menu of the message (on the right with Reply and a drop down arrow) and click Print.  You cannot use File -> Print to print email correctly. Click here for more information about printing messages.

How can I label (organize) my messages?

  1. Check the box next to the message you want to label.
  2. Click on the More Actions pull-down menu above the inbox listing
  3. Choose the label you want applied.

You can also perform steps 2 and 3 while reading a message to apply a label to it.

How can I rename a label that I've created?

  1. Click the down-arrow to the left of the label.
  2. Select Rename.
  3. Enter the new label name, and click OK.

I am going to be gone for a few days and won't be able to check e-mail. Can I set up a vacation/auto-responder message in Gmail?
Yes, Google provides a vacation responder in Settings > General. This will automatically respond to any e-mail sent to you. Be sure to turn it off once you are back on campus.

I like to keep "templates" of messages I send often. How do I do that in Gmail?
Gmail does not currently offer any kind of 'template' feature, but there are a few workarounds.

Gmail will keep a copy of your sent mail in the Sent Mail label/folder. You can access it by clicking Forward and will then be able to modify the message as you wish.

Alternatively, you can save your "template" email as a draft, create a label called "Templates" and label the message with that. You'll then be able to find it there whenever you want to use it.

You could also enable Canned Responses in Google labs.   Read more about Canned Responses.

What are Google Labs for Gmail?
Labs are experimental features available for Gmail and Calendar.  Read more about Google Labs.

I'm still using Outlook/Entourage and I notice that whenever I send a message in the Gmail web client, the message is sent to my Outlook/Entourage inbox as well. Am I doing something wrong?
No, this is expected behavior from Gmail.
When you enable POP, all messages are downloaded to your client, except for Spam, Trash, and Chats. If you don't want messages that you send from the web interface downloaded to your mail client's inbox, we suggest creating a filter within your client. Please contact IT Support if you need assistance creating a filter/rule in your client.

I haven't received mail in Outlook/Entourage for a while, is there somewhere else I can check?
Log into the mail web interface at and see if you have received any recent mail there.  If you have, then please contact IT Support to review your settings in Outlook/Entourage.

Why don't I receive an email when I send a message to a mailing list (or alias) that I'm on?
When you send a message to any mailing list you subscribe to, Gmail sometimes automatically skips your inbox and archives the message to save you time and prevent clutter. The message will appear in your inbox if someone responds to it or if there is an error delivering the message. If you'd like to view your message, you can find it in Sent Mail or All Mail.

How can I forward email from my Gmail account to another email account?
Gmail forwarding instructions

How can I back up my email?
The best way to back up your Google email is to download it via a POP connection to a mail client on your computer.  Here are instructions for enabling POP and configuring mail clients.

What can I do to view historic mail and compose new messages when the internet is down?
The Gmail Offline edition can be used to access historic mail and to compose messages when the internet is down. 

Can I add someone to send email on my behalf?
Yes, you can set up a mail delegate.  Read more about granting delegate access to your account.


How can I find a Beloit College email address?
When composing an email message, click the To: link. Type part of the person's name, and matching email addresses will be displayed. Select the address(es) from the list, click Done, and continue composing your message. Anybody you send an email to will automatically be added to your contacts.

How can I import/export contacts?
Follow these instructions to import contacts to Google from a CSV (comma separated values) file.  To export contacts from Google, follow these instructions.

How can I delete a contact?
Follow these instructions to edit or delete contacts.

What if I accidentally made a change to my contacts that I would like to undo?
You can follow the restore contacts procedure from Google to restore your contact list to a previous state.

Where can I find more information about Gmail?

Google Calendar

How can I prevent people's calendar invitations from automatically appearing on my calendar?

  1. Click on the Settings link in the upper right corner of the calendar window.
  2. Next to the label Automatically add invitations to my calendar, check the No option.
  3. Click Save.

I have many Google calendars displayed at once and I want to just view one or two for now. Can I switch between calendars or hide certain calendars?
To the left of the main calendar (underneath the monthly calendar) there is a list that displays all calendars you have chosen to view. You can click on the calendar names to show or hide events from that calendar. Each click toggles that calendar on and off.

If you want to hide or remove a calendar from the list, you can click Manage Calendars and adjust according to your preference (click the Hide link or the trash can icon.)

Can I get a daily summary of my calendar via email?

  1. Click the Settings link in the left-hand column underneath My Calendars.
  2. Click the Notifications link for the calendar you want to be notified about.
  3. Finally, check the checkbox for Daily Agenda.

If you do the same for multiple calendars, you still get one email but with a summary of all events for all of the calendars for which you have checked Daily Agenda.

Can I synchronize my Outlook calendar with my Google calendar?
Yes, this is possible using Google Calendar Sync.

How can I share my calendar with someone else?

  1. Go to
  2. Click the Settings link at the bottom of the My Calendars section.
  3. Click the Calendar name that you wish to share
  4. Click the Share this calendar link at the top of the screen
  5. In the Share with specific people section, enter an email address and set the permission level
    Note: If you check the box to Share this calendar with others, your calendar will be available to the public. It's best to leave all boxes at the top unchecked and only share with specific people.

How can I back up or export my calendar?
Follow these instructions to export your calendar for back up purposes.

How can I import a calendar?
See Importing Events to Google Calendar.

Where can I find more information about the Google calendar?

Google Chat

How can I prevent people I don't want to chat with from chatting with me?
If you need to block another Google Talk user, follow these steps:

  1. Click on the person's name listed in the Google Talk panel. The little chat window will appear in the lower right-hand corner of the Gmail window.
  2. Click on the Options button and then select Block Name...
  3. (Also right click on the person's name in Google talk, or hover over in the Gmail chat client and go to More)

How can I limit who can chat with me?
Gmail automatically invites contacts with whom you often communicate.  Learn how to change chat behavior.

Where can I find more information about Google Chat?

Google Drive

How do I share a Google Doc?
Open the document you wish to share and click the Share button in the upper right hand corner.
Choose Share with Others.
Choose whether you wish to invite Collaborators or Viewers and enter email addresses to share with in the Invite Others box.

What is the difference between a collaborator and a viewer?
Read more about sharing Google Docs.

How can I back up my documents?
You can save a copy of a document, spreadsheet, or presentation to your computer or other external device for back up purposes.

Where can I find more information about Google Drive?

Google Sites

What is Google Sites?
Google Sites is an online application that makes creating a team web site as easy as editing a document. With Google Sites, people can quickly gather a variety of information in one place -- including videos, calendars, presentations, attachments, and text -- and easily share it for viewing or editing with a small group, their entire organization, or the world.

When I am creating a new site, what setting should I pick for "Collaborate with"?
Your choices are to Collaborate with "Everyone at" or "Only people I specify can view this site."  If you choose to collaborate with everyone at, anyone with a account will be able to EDIT your site.  It is best to choose the option "Only people I specify can view this site." You will then want to go to "More Actions>Share this Site" to enter email addresses of people you want to collaborate with (allow to edit your site) or people you want to view your site.  You can also set it so that everyone at Beloit College can view the site or everyone in the world can view the site.  Read more about sharing your Google site.

Where can I find more information about controlling access to my site?
Read more about Google site sharing.

Where can I find more information about Google Sites?

Google Groups

Where can I learn more about using Google Groups?
Learn more about Google Groups.

Mobile Connectivity

Has Google created applications for mobile devices?
Yes. Many applications are available for mobile devices such as Gmail, Docs, Maps, News, and many more.  Click here and then select your phone model to see what applications are available.

Can I synchronize my email with my mobile device?
Yes. You can install Gmail for your phone

Can I synchronize my contacts and calendar with my mobile device?
Yes. You can use the Google Sync for your phone application.  Select your phone model to get started.

Are there any applications that might be especially useful to those who travel?
Yes. Those who travel might find the Maps application useful.  You can get driving directions, pinpoint your current location, and get business phone numbers and addresses.  Travelers may also find the Latitude application interesting.  With the Latitude application, you can keep track of where your friends are on a map and let them do the same with your location.

Other Help

If you can't find your question listed above, you can also check out these resources: