No, you'll continue to use your existing U-M email address (firstname.lastname@example.org).
Google allows you to access email, calendars, and other apps via a variety mobile platforms, including iPhone, BlackBerry, and Android phones. It is also possible to set up a desktop client such as Outlook to access Google mail and calendar. However, U-M only supports web browser-based access.
M+Google provides unlimited email storage space. This is a vast improvement over previous/other systems at U-M:
Yes, you'll continue to receive voice mail in your inbox. You can download and listen to the messages on your computer. Read more about how voice mail will work with Google.
Google does not have fully-functioning equivalents to tasks and notes. However, it does provide a basic task application that includes integration with email and calendar, the creation of multiple task lists, due dates, a notes field, and the ability to save an email as a task.
If you're working in Google email, the refresh rate is approximately every 2 to 5 minutes. If email is idle, the refresh rate is approximately every 10 minutes.
The time and date displayed on a conversation depends on a few factors and can change depending on how you view the message.
Yes, you can set up email for offline access to your most recent email messages. To enable this feature:
U-M will officially support using the browser to access Google Services. If you want to use a client to access these services, that configuration will not be supported by ITS, but may be supported by your local IT (each unit has to elect to support clients). If you want to configure your clients on your own, please see Google's documentation for configuring those clients. We have listed some of Google's resources on this page, but there are many others as well.
No, Google email doesn't include automatic spell-check. However, you can check your spelling at any time by clicking Check Spelling at the top of the message you're composing. Misspelled words are highlighted in yellow. Click a misspelled word to see suggestions for similar words.
Google email automatically checks spelling in the default language selected in your Settings. To check spelling in another language, click the down arrow next to Check Spelling, and then select the language.
Yes. Open the conversation, and then click Forward all at the right of the message window.
Yes. To reply to or forward a single message in a conversation, open the conversation and select the message to forward. At the bottom of the message card, click Reply or Forward.
Yes, you can add a new message to the conversation, and even edit the text in the previous messages in the conversation.
Yes, you can delete one or more messages in a conversation as follows:
No, Google email doesn't support sending flags in messages at this time.
In Outlook I could add voting buttons to a message and track the replies from recipients. Can I do the same thing in M+Google Mail?
The combination of Google email and Google Docs provides a similar feature, but with even more options. Go into Drive, then click New > Form. Use the options on the form to create voting options (or many other types of questions and fields), and then email the form. To track results, simply return to the form and click See responses. For details about using forms, see the Google Help Center.
Yes, Google email adds your signature to every message you reply to or forward.
No. Currently, Google email allows for one signature. However, it does have an optional "canned response" function that can serve the same purpose by inserting a saved text block into your message.
Can I send file attachments in Google email using the "Send To Mail Recipient" feature in the Windows "right-click" menu?
No, this feature works only with a client email program installed on your computer.
Yes, Google Mail has an "Undo Send" feature that lets you recall a message up to 30 seconds after you send it. To enable the feature, click the gear icon in the upper-right corner of your Mail window and select Settings. Under the General tab, click the Undo Send option and select your time preference.
Yes, you can attach one or more files to an email message.
Yes, to help prevent viruses, Google email won't accept file attachments that are executable files. There's also a 25 MB size limitation for each message, including attachments. For details, see the Google Help Center.
Yes, drag and drop file attachments is supported.
Is there a way to copy a file attachment from one message to another, without first downloading it to my computer?
No. Because Google email is a web-based system, you can't drag a file attachment from one message to another. As a workaround, you can do the following:
Alternatively, you can download the attachment and then upload it to another message.
No, you can't embed one message into another directly. As a workaround, you can do the following:
Alternatively, you can copy the text from the earlier message and paste it into a new message.
Instead of folders, Google email has a "labels" feature. Labels are similar to folders, but are more powerful and flexible, because you can add multiple labels to a message to categorize it in several ways. For details, see the Google Help Center.
The message remains in your All Mail archive, but without the label. You can easily find it again later using Google search.
Yes, you can apply any number of labels to a message: Select the message in your Inbox, or open it, and select one or more labels in the Labels drop-down list at the top of your Mail window.
There is no limit, but using too many labels can slow processing. Use less than 500 labels (including nested labels) in your account and use search and filters to help find messages.
If you've already created the label, select the message in you Inbox or open it, and then select a label in the Move to drop-down list at the top of your Mail window. If you haven't yet created the label you want, select Create new instead. If you want to move a message to multiple labels at once, select the message in your Inbox or open it, and then select the labels in the Labels drop-down list at the top of your Mail window. Then click Archive.
After you create a label, find it in your Labels list at the left of your Mail window. Put your mouse pointer over it, and then click the down arrow that appears. Choose a color from the list.
Yes. To change a label on a single message, select the message, and then, in Labels drop-down list at the top your Mail window, uncheck the label currently applied to it. Then select another label and click Apply.
To change a label on all messages that have that label, click the label in your Labels list at the left of the Mail window. At the top of the list that appears, click Select all. Then, in Labels drop-down list, uncheck the label you want to remove, and select the new label you want to apply. Click Apply
Yes, Mail allows for nested labels. This feature lets you build a label hierarchy, just like you can with folders. In your labels list, click the arrow icon to the right of the existing label and select Add sublabel.
You can apply only one label per email filter. However, if you want to add multiple labels to a filtered message, you can do the following: Create multiple filters with the same criteria, except specify a different label for each filter. If you receive a message that meets the criteria for the filters, Google email will apply the multiple labels to that message.
Yes. To delete a label from a single message, select the message, and then, in Labels drop-down list at the top your Mail window, uncheck the label. Click ApplyTo delete a label from all messages that have that label, in the Labels drop-down list, select Manage labels. (You can also click Edit labels at the bottom of your Labels list at the left of the email window.) In the list that appears, find the label, and then click Remove.
If I set up a filter to add a label to specific incoming messages, but then later delete the label, is the filter also deleted?
No, even if applying the label was the only action for the filter, your filter is not deleted. You can edit the filter to specify a different label or another action.
Stars are a way to highlight messages. Assign stars to special conversations or messages in your Inbox, or use them as a visual reminder that you need to follow up on a message or conversation later. To quickly see all messages with a star, click Starred at the left of your Mail window.Yes, you can control whether messages are grouped into conversations: Click Settings in the upper-right corner of your Gmail window and, on the General tab, scroll down to Conversation View.
Yes, you can use labels and stars to highlight messages in your Inbox. For example, you might create a label named "Action" and apply the color red to it, so you can easily see it in your Inbox.
Yes, in your Inbox, select the message. Then, in the More actions drop-down list, select Mark as unread.
No, you can't sort messages in your Inbox. However, you can choose from several predetermined Inbox configurations, one of which puts unread mail at the top.
If you're subscribed to a mailing list, you might receive messages in a very long, ongoing conversation. If you'd rather not receive anymore messages in that conversation, you can "mute" the conversation to keep all future additions out of your Inbox. To mute a conversation, select it in your Inbox or open it, and then click Mute under More Actions at the top of your Mail window. Note: The mute feature works only for messages you received as part of a mailing list. If the message was sent directly to your email address (your address appears in the To or CC field), you can't use the mute feature.
Yes. First, find the conversation. An quick way to find it is to type is:muted in the Search field. Then, select the conversation and select Inbox in the Move to drop-down list at the top of your Mail window.
No, quoted text is always hidden by default.
What is the difference between deleting and archiving email messages? When should I delete and when should I archive?
If you either delete or archive a message, it's removed from your inbox. If you delete a message, it's placed in the Trash and then permanently removed from your Google Apps account after 30 days. On the other hand, if you archive a message, it's moved to All Mail (your archive), where you can easily find it in the future, using Google's powerful search feature.
Messages remain in your archive forever, unless you choose to delete them.
Messages remain in the Trash for 30 days. After that, Google email permanently deletes them.
Find the message in the Trash and select it. Then, in the Move to drop-down list at the top of the Mail window, select Inbox.
No. Deleting or archiving a meeting invitation does not affect the invitation on your calendar.
Yes, if someone replies to a message you archived or trashed, that message appears in your Inbox as a conversation, with all previous content. If you applied a label to the archived message, the label will appear in your Inbox. If the message was permanently deleted from the Trash, you'll see an option at the bottom of the message to view the deleted messages in the conversation. However, the message won't have the original label you applied to it.
There's no need to delete or archive messages in the Sent folder. Messages remain in this folder forever, unless you delete them. But, because you have unlimited storage space, you can keep messages in this folder to refer to them later, if needed. Also, note that messages in the Sent folder are actually archived in All Mail, so even if you archive these messages, they stay in the Sent folder.
To search for messages, type a word that the messages contain. Note, however, that Search matches "whole words" only—that is, it doesn't recognize partial or similar matches. For example, if you search for benefits, Search won't find benefit or benef. Also, Search doesn't recognize special search characters, such as square brackets, parentheses, currency symbols, the ampersand, the pound sign, and asterisks.
By default, Search doesn't look in your Trash or Spam folders. To search those folders also, click Show search options next to the Search field, and then, in the Search drop-down list, select Mail & Spam & Trash. You can find more information about using Search in the Google Apps Help Center.
When you search from the inbox, the default is to search all messages, regardless of labels. (Labels aren't treated like Outlook folders that require you to explicitly include sub-folders in a search.) You can search within a label as well either by using the operator label: <labelname> or first selecting the label and then searching. You can't search specifically for all messages that don't have a label.
Messages remain in the Spam folder for 30 days. After that, Gmail permanently deletes them.
To make sure that any messages you receive from a specific person outside our domain pass through the spam filter, create an email filter using the Never send it to Spam option:
Yes, you can choose from a number of different color schemes, or even create your own! To change the colors, click Settings in the upper-right corner of your Mail window. Then select Themes.
Your signature can contain up to 2000 characters.
Yes. To set up your signature, go to Settings > General tab. You can format your signature with different colors and styles, and even add links and images, such as your company logo.
Can I change the way Google email displays the names of message recipients, so their last names appear instead of their first names?
No, the display of names is an option that your administrator sets for your entire organization. If the "first name, last name" option is set, Google email displays only the first names of message recipients in your Inbox and at the top of the message body. However, when viewing a message, you can click Show Details to see the full names of all recipients.
Yes, you can create a personal mailing list (called a contact group) using the contacts picker, which includes the email addresses of all U-M personnel in Google Apps. Access the contacts picker when composing an email message: Click the To: link.
If you need to create a corporate mailing list that others can use, please contact IT.
The following websites have information about innovative ways to control the flow of your email and manage your Inbox:
No, you'll need to recreate your rules using the Filters feature. Filters let you to manage the flow of incoming messages using keywords, sender, recipients, and more. Using filters, you can automatically label, archive, delete, star, or forward your mail, and even keep it out of your Spam folder. For details, refer to the Google Help Center.
Yes. You can access your old ITS IMAP email in read-only mode until fall 2012, when the servers will be retired. You can access your old ITS Exchange account as read-only for 60 days after migration. After 60 days, these accounts will be deleted. (Note that units will continue to be billed for their ITS Exchange service during this 60-day transition period.)
Yes, you can move your archived PST files into Google after your migration by following these instructions.
Yes. For personal UMICH accounts you may use either the away/vacation message responder in M+Google Mail or the away message feature in MCommunity. Note that due to the way MCommunity group mail is routed, these options will NOT work for Shared Accounts. There is currently no simple option for enabling an automated away message in this situation, however the process outlined in this document can be used if needed.
Yes, Google email includes a full set of keyboard shortcuts. First, you must enable keyboard shortcuts:
Then, to see the shortcuts, press SHIFT+? while viewing your list of messages in the main Mail window.
Does M+Google Mail support shared or departmental mailboxes? How can I share my email with another employee?Shared mailboxes are not supported, but as a workaround you can use the email delegation feature to allow up to 25 other users access a single email account. You can also easily set up an email filter (rule) to forward specific types of messages to another employee. The project team has worked with MCommunity to create "shared accounts" (along with other non-person account types). Once provisioned, the shared account could be delegated to multiple users and used much like a shared mailbox. Learn more.
Yes, the Google Tasks gadget is available in Google email and calendar. Just click the Tasks link in the pane on the left to open the Tasks gadget. Use the gadget to create one or more task lists. To add an email message to a tasks list, open the message and then click More Actions > Add to Tasks. The subject of the message appears at the top of your tasks list, with a link to the message content.
Read receipts are not available to U-M users. During the security review before the move to Google, the Technical and Security Advisory Committee recommended that we not enable that feature because read receipts can be a privacy concern for recipients. In addition, read receipts are unreliable because the recipient can simply choose not to send the receipt. If you need confirmation that your email was received, it is best to request in the body of your message that the recipient reply to you directly.
Yes, you can specify Google as your default email program in Chrome. For instructions on how to set the default email handler for other browsers, refer to their help documentation.
Yes, if your browser is set to display pop-ups in a new window, you can click do the following:
Will the move to M+Google Mail affect our ability to send out targeted emails through ITS Access Services?
The targeted email system used by ITS Access Services has its own server as part of the software, so communications are sent directly to email accounts and will not be affected by the move to Google.
Although they are fairly generous, Google does have daily limits on the amount of mail a user can send. You can find details here. Note that sending to an MCommunity group that is synced to M+Google counts as ONE recipient against your sending limit, regardless of the number of addresses in the group.
We recommend using Yet Another Mail Merge to do a mail merge in the M+Google environment. Yet Another Mail Merge is a third party app that will let you select a draft written in your google mail, replace template keys with names and other information from a spreadsheet and automatically send the email. Please keep in mind that ITS does not support third party apps.
For more information on Yet Another Mail Merge, see: