G Suite (Google Apps) FAQ

General Questions

What is G Suite for Education?

G Suite for Education (formerly called Google Apps) is a collection of communication and collaboration applications. The core group of applications includes:

  • Gmail: Email storage and search tools to manage and organize your messages.
  • Calendar: Organize your schedules and share events and calendars with others.
  • Chat: Send instant messages to your contacts.
  • Classroom: Optional LMS for instructors.
  • Drive: Share documents, spreadsheets, and presentations. Collaborate in real-time with your class or team. UNLIMITED cloud storage for individual files, photos, videos, etc. (each individual file is limited to 5TB in size).
  • Sites: Work together to keep related documents, web content and other information in one place, on one site.

How do I access UCA G Suite?

Your username and password are your network username and password.

Which applications are included in G Suite for Education?

Gmail, Drive, Calendar, Classroom, Docs, Sheets, Slides, Sites, Contacts, and Talk/Hangouts.

Technical Questions

What browsers can I use with G Suite?

G Suite supports all major web browsers, but UCA strongly recommends using Google Chrome to access G Suite. For more information on supported browsers, please visit Google’s Supported Browsers page.

Are there any other system requirements?

No. Because G Suite runs in a web browser, you just need to use a supported browser.

Can I use G Suite with a mobile device?

Yes. Almost all versions of iOS, Android, BlackBerry, and Windows Phone support G Suite accounts. When setting up your account on a mobile device, please remember that all faculty and staff use the @uca.edu email domain.

What is Google’s commitment to privacy?

Security and privacy are important concerns for members of the UCA community. Google contractually guarantees that they have no ownership rights to any data processed and stored by G Suite for Education. Google scans and indexes email to provide spam filtering, virus protection, and extensive email search capabilities, but these processes are fully automated and do not involve any human access to email messages. The methods used by Google to protect data processed and stored by G Suite for Education have been reviewed by external security experts and certified to meet industry-standard practices. Google complies with applicable US privacy law, and meets the requirements for protecting student records under the Family Educational Rights and Privacy Act (FERPA). Read more on Google’s privacy website.

Gmail Questions

What is my email storage limit with G Suite?

G Suite for Education users enjoy free unlimited storage for email in Gmail and files in Google Drive.

Can I use Outlook (or other email programs) with G Suite?

While you can configure various email clients to use Gmail, IST strongly discourages this process and does not support it. Users will have a better, more seamless experience using G Suite through a web browser.

Do employees be able to have proxy access to other email accounts?

Yes. With Gmail’s email delegation, you may delegate access to any account to up to twenty-five other email addresses. You can only grant read/write access. Those who have access to the account will be able to read messages, organize your messages, reply on behalf of delegated account, and edit contacts. Please note that there is limit of 25 delegates per email address. However, there is no limit to the number of people with whom you can share your Google Calendar.

How can I search for mail in Gmail?

G Suite features the same powerful search technology used on the web to perform accurate keyword searches of all of your email and attachments. Search by keyword, label, date range, or a host of other options. By also archiving messages, you can instantly find any message you’ve ever sent or received, without having to create elaborate folder structures or keep unwanted correspondence in your Inbox.

Calendar Questions

What level of access do others have to my calendar? Are my calendar details public?

By default, your calendar is shared with everyone at UCA and they can see your Free/Busy status but not the details of the events. However, you can turn off calendar sharing. For sharing options, go to the Calendar app, click the Settings button (the Gear button) and click Settings. Then click “Calendars” and click “Shared: Edit settings” next to your name. Uncheck the “Share this calendar with others” and click the Save button.

If I want to access another person’s calendar does that person need to give me permission?

Yes. If you want to access another person’s calendar, that person must give you permission, by editing the settings for the calendar.

What languages does G Suite support?

The interface for both G Suite Email and Google Calendar are available in over 50 languages. For a list of the available languages and instructions on how to set a different language, refer to the Gmail Help Center.

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