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Google Apps for Education How-To & Frequently Asked Questions

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

You can view Google’s support for Google Apps for Education here.

If you are looking for an easy way to learn about Google Apps while you use them, consider installing the Training for Google Apps Chrome Extension (*available only for the Google Chrome browser). This extension makes a ? appear in Google Apps that you can click on for interactive help and how to.

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. 

How can I change my password?

  1. Go to
  2. Click "Change Password"

OR, if already in Gmail:

  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. 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.  Check out Google’s You Tube channel for tutorials.


Can I still use Outlook (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.

How can I transfer/back-up/copy my email from one Google account to another Google account?
Check out Google’s instructions for transferring mail between Google accounts.

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

Does Google enforce sending limits on email?

Google enforces
sending limits on daily email to reduce spam.

I am outside the United States, why can't I access my email?
It is not always possible to open while in some countries because of Internet filtering that is done in those specific countries. However, some individuals have successfully used outside the US.

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.

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

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 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.

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.

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 Drive

How do I share a Google Doc?

  1. Open the document you wish to share and click the Share button in the upper right hand corner.
  2. Choose Share with Others.
  3. Choose whether you wish to invite Collaborators or Viewers and enter email addresses to share with in the Invite Others box.

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.


What if a shared document/calendar is owned by someone who is leaving the college?
If possible, a new owner should be identified and ownership should be transferred. Ensuring ownership is changed is the responsibility of the department owning the document.

Changing Document Ownership

Changing Calendar Ownership

Other Help

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