Information



Accessing Google Apps

How do I sign into Google Apps?

  1. Go to mail.southwestern.edu
  2. Sign in with your SUeID and password.
  3. To access other Google Apps, click on the app name in the black bar above your Mail.

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Why should I use 2-step verification?

2-step verification adds an extra layer of security to your Google Account by requiring you to have access to your phone – as well as your username and password – when you sign in. This means that if someone steals or guesses your password, the potential hijacker still can't sign in to your account because they don't have your phone. For instructions and more information, click here

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Will my Southwestern email address change?

No, you'll continue to use your existing Southwestern email address.

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Can Google read my email?

No, Google will store your mail next to it’s own private information.

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Will my email have advertisements?

No!

You may see a banner of non Southwestern information above your email in your web browser. To turn this off, go to your email Settings, click on Web Clips and remove the check mark to Show my web clips above the inbox.




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Will email be unavailable during the migration?

You will be able to access your email and send email during the migration. Depending on the amount of your email being migrated, it may some time for all your older mail to appear in Gmail. Also, any mail that is stored on your computer - Local Folders - will NOT be migrated to Gmail automatically. Step by step instructions on how to move your Thunderbird or Apple Mail Local Folders to Gmail are available at:

    • Mac
    • Windows 7
    • Windows XP

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Can I access my Gmail account from another email program?

We encourage and recommend using your web browser to access your email on a desktop or laptop. On mobile devices such as iPhone, iPad and Android devices, you can access your email using the native email and Gmail free apps. Using your web browser and Google mobile apps provides access to all the features of Gmail and the other Google apps.

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What if I already have a personal Google/Gmail account?

Southwestern University Google Apps accounts are totally separate from personal Google/Gmail account. As a best practice we recommend signing into your different Google accounts in different browsers - for example Chrome for your Southwestern Google account and Firefox for your personal Google account. On mobile devices such as iPhone, iPad and Android devices, you can setup the apps to access multiple Google accounts.

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Which web browsers can I use with Google Apps?

Google Apps supports the following browsers:
  • Google Chrome - recommended browser
  • Mozilla Firefox 2.0+
  • Apple Safari 3.0+

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Can I open my email or calendar in new tab or a new window?

Depending on the settings of your browser and the link itself, clicking on a link may open the results on the same page or in a new tab or window. To specify whether to open a link in a new tab or window, secondary-mouse click on the link and choose Open Link in New Tab or Open Link in New Window.

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Are there any other computer requirements to use Google Apps?

No. Because Google Apps runs in a web browser, you just need to use a supported browser.

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Will you migrate my Thunderbird and/or Apple Mail contacts?

No, your Thunderbird or Apple Mail contacts will not be migrated automatically prior to the Go Live dates. After the Go Live dates, you can move your contacts from Thunderbird, Apple Mail and Apple contacts to Google Contacts.

The process does not take long and the process begins by exporting your address book/contacts to a document of type CSV.

NOTE - All the email addresses and names of all Southwestern University students, faculty and staff are already accessible from your Google Contacts. Once you start entering a name of a Southwestern person when composing an email, a list of available names from our directory will appear.

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How often does the list of messages in my inbox automatically refresh?

If you're working in Gmail, the refresh rate is approximately every 30 to 60 seconds.

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Will my Thunderbird Filters or Apple Mail Rules copy over to Gmail?

No, you'll need to recreate your rules using the Filters feature in Gmail. 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.

How to setup Filters may be found at:

and information about organizing your email may be found at:

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Can I access my Gmail and Calendar on my mobile device?

Yes, we support mobile access on your iPhone, iPad, Android and other mobile devices. You can use the native mail and calendar apps or other apps. Other Google apps for the iPhone and iPad may be found at:

For Android, you can find Google Apps at:

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Which tools are included in Google Apps and what do they do?

Using Google Apps allows you to access your information from anywhere you can access the internet. You can choose to use your browser on your desktop/laptop and/or the Google Apps on your mobile device.
  • Gmail - with Gmail you can send and receive emails, add attachments, include links to Google Drive documents, respond to calendar invites where accepting an invitation adds to your Google Calendar. Gmail also includes Contacts and you can create Contact Groups and use Gmail with your Contact Groups.
  • Google Calendar - lets you keep your Southwestern schedule and you can sync your calendar to your mobile device. When creating a calendar entry you can invite other people and check if they are available.
  • Google Drive - a group of tools that lets you create documents, spreadsheets, drawings, presentations and forms. You can choose to share documents and folders for collaborative work and you can save [export] your documents to other document types including PDF. Also, you can add a PDF document to your Google Drive and use the option to convert the text to editable content. Google Drive works with Microsoft Office, LibreOffice, and OpenOffice documents and you can choose to convert them to Google documents or to store on your Google Drive.
  • Google Hangouts - this app allows you to have video and audio meetings and sessions. You can invite up to 15 people through an email to join a Hangout and the event is private to the invited people. Hangouts also includes a Chat window, access to your Google Drive documents and the ability to screen share. Use can also join and create a Hangout from your mobile device. Google Hangouts provides more features than Skype or Facetime.
  • Google Sites - this tools lets you create websites for items such as team work and sharing of content. You do not need any website "coding" skills to use Google Sites.

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Can I upload documents, such as Microsoft Office documents, into Google Drive?

Yes! Google Drive works with Microsoft Office, LibreOffice, and OpenOffice documents and you can choose to convert them to Google documents or to store on your Google Drive. You can also import folders of documents in addition to individual documents. You can upload any document type to Google Drive and certain types of files can be converted. Information on the types of documents that can be converted to Google Drive documents may be found at:

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How do I convert a PDF or image document with text into editable text?

Documents that are scanned on a copier/printer device and desktop scanners often scan text as an image with the result that the scanned text cannot be edited or copied into another document. Google Drive lets you convert PDFs and image files - such as those taken by a mobile device - that contain text into editable text that can be saved, edited and copied into another document. This conversion process, referred to as OCR, also supports other languages in addition to English. Information on how to use this feature may be found at:

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Can I share documents I create in Google Drive with others outside of Southwestern?

Yes, Southwestern students. faculty and staff can share documents outside to non-Southwestern Google accounts. However, people outside of Southwestern will need a Google account to access the shared documents.

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