FSMail and Google Apps for Education FAQs

Bradley University uses Google Apps for Faculty and Staff Email (FSMail).

Google Apps for Education provides:

  • Email services - email addresses will have the form BUnetID@fsmail.bradley.edu
  • Calendaring services and scheduling capabilities
  • Document sharing and collaborative development
  • Group functions

Below are some common questions and answers regarding Google Apps for Education at Bradley University, FSMail. Click the question to view the answer.

Background

Will I keep my email address?

Email addresses in Exchange are formatted using BUnetID@bumail.bradley.edu. In addition, messages sent to BUnetID@bradley.edu is also delivered to this address. All of these addresses will be delivered to your new account in FSMail. Your address will be BUnetID@fsmail.bradley.edu.

 

How much storage space do I get with Google Apps for Education?

The quota for Google Apps for Education is 25 GB.

 

Am I going to be blasted with advertisements by Google?

No! Google Apps for Education will not deliver their ads to users unless the school specifically sets a parameter to allow ads. Bradley will not allow ads! That does not prevent you from receiving spam ads in your email.

 

Will Google 'data mine' my communications?

By contract all data in Bradley email belongs to Bradley, nothing belongs to Google. Further, as long as Bradley does not allow advertisements to our accounts, no data mining is allowed. Additional information:

Security and Privacy FAQ for Google Apps for Education:
http://www.google.com/support/a/bin/answer.py?answer=60762

Google Apps Privacy Policy:
http://www.google.com/intl/en/privacy/privacy-policy.html.

Google Privacy FAQ:
http://www.google.com/intl/en/privacy/faq.html

 

There seems to be a delay between the time I’m notified that a message is available and when it actually shows up.

Yes, it seems that the notifications and the messages themselves are not perfectly coordinated. Clicking on the screen refresh sometimes helps. Rest assured that the actual message will arrive shortly.

 

Are my communications private?

Email is not a secure method of communications. Unless it is encrypted, email is sent across the Internet in plain text. So, if you need to assure privacy of a communication, then it should be encrypted, or use an encrypted communications method like Sakai.

 

Is my data really going to be spread all over the world?  (This response is from Google.)
For speed and performance sake, we try to keep data as close to you as possible, but due to the multi-tenant architecture of our system, we are unable to guarantee that data will remain solely in the United States. Ultimately, we believe that this structure is important for a few reasons.

First, it allows us to better secure your data by dividing any given file or piece of information (e.g., email, document, calendar entry, etc.) into small chunks and distributing those bytes across numerous servers. To better visualize this process, think of a paper shredder. Google’s distributed data approach is like putting your information through a paper shredder and making confetti, then scattering the pieces.

Second, this structure is critical for our redundancy and backup efforts. This multi-tenant environment is one of the reasons that we can guarantee our 99.9% uptime SLA (Service Level Agreement).

Third, data location can be a key factor to latency on the internet. Typically the closer the data is to a user, the faster the service can be. Rather than artificially force storage locations, some Google services automatically seek to optimize storage location based on where the user consistently accesses their account from. For example, if you move to France after graduating, over time, Gmail will recognize such a consistent change in access and seek to shift your mailbox to a few of our European data centers (mailboxes are stored in multiple locations for reliability purposes).

Now, I should note that since Google is a U.S. company, we comply with all applicable U.S. laws and do not maintain data centers in countries where we are prohibited from doing business.

Additionally, no matter where our data centers are located, they all meet the same security standards. So, a data center in Germany would be no less (or no more secure) than a data center in the United States. As part of these security standards, the locations of our geographically distributed data centers are kept highly confidential for security purposes, and access to these data centers is very limited to only authorized select Google employees and personnel. The protection of intellectual property on these servers is critically important to us – in fact; employees at Google, Inc. rely upon the same Apps production environment used by our education customers. To reduce risks, each Google server is custom-built with only the necessary software components and the homogeneous server architecture enables rapid updates and configuration changes across the entire network when necessary. Data is replicated in multiple data centers for redundancy and consistency availability. You can read more about our general security and privacy FAQ page at http://www.google.com/support/a/bin/answer.py?answer=60762.

How do I install Google Chrome?

Google Chrome is the recommended browser for use with FSMail. If you don't already have it installed:

  • Go to: http://www.google.com
  • In the upper right hand corner is a blue box which states Install Google Chrome
  • Press this to start the download/installation process.
  • Once Chrome is installed you will get a standard Google login dialog. Do not enter anything here.
  • In the location bar enter: https://fsmail.bradley.edu
  • Press enter
  • The Bradley University login screen is displayed:
    • Enter your BUnetID
    • Enter your password

 

Logging Into FSMail

How do I log into FSMail?

You can access FSMail directly by going to http://fsmail.bradley.edu
You can also Create a bookmark.

What do I do if I get a Google signin page instead of the Bradley University Signin Service page?

Enter your full email address (user@fsmail.bradley.edu) on the Google signin page, leave your password blank and click the "Sign In" button.

I have a personal Gmail account, how do I log into multiple Google accounts in the same browser simultaneously?

Google has a helpful tutorial on enabling multiple sign-in: http://support.google.com/accounts/bin/answer.py?hl=en&answer=181599

Basic usage

Which browser works best with FSMail?

We believe all browsers work reasonably well with FSMail. Since FSMail is based on Gmail from Google, Chrome probably provides the most advantages. Specifically, with Chrome you can get pop-up alerts that a new message has arrived and you get spell checking while you type.
If you need to install Chrome, visit www.google.com/chrome.

 

Can I use Outlook (or Entourage or Apple Mail) with Google Apps?

Yes! But we don’t recommend it. The web interface is so good and the search capability is so advanced that we think you’ll find it more useful and easier to use than a mail client. In addition, whether you use a mail client or the web interface, you can connect to Google Apps for Education from anywhere without the need for a VPN client.

 

How do I customize the web interface to FSMail to fit my needs?

There is a gear icon in the upper right corner of the mail interface. Click on the gear icon and then on Mail Settings. Notice that you can launch Mail Help from the gear icon as well.

In Mail Setting there are a number of settings that customize your interface. There is also a ‘Labs’ area that activates some special features.

  • The General tab allows you to control general features such as conversation mode.
  • The Account tab has a link at the top for General Account Settings. (This is where you can enable having multiple Gmail accounts open at the same time. This is very useful if you have a personal gmail account or if you process mail in a group mail box.)
  • The Forwarding POP tab contains settings to allow you to set up a smart phone or read other accounts from your Google Apps interface.
  • The Labels tab allows you to manage the labels you wish to use in this account.
  • The Labs tab allows you to activate features that have been developed to meet particular needs or preferences.

 

I use folders to sort and save my email. I hear that folders are not available! Is that true?

Yes and no. There aren’t actual folders. But there are labels which provide similar functionality. Individual messages can have multiple labels attached to them and labels can be nested (label within a label). Clicking on a label will bring up all the messages with that label attached, much like your current use of folders. So, you aren’t losing functionality, although with the improved search features, folders may not be as necessary.

 

What are the limits for attachments in FSMail?

Attachments in FSMail are limited to 25 megabytes. In addition, executable files can not be attached to email, even if the executable is inside a zip file or renamed.

 

What are the file storage limits in FSMail?

The file storage limits are as follows:
• Email storage is 25GB.
• Attachments are limited to 25MB (.exe files are not allowed, zipped or otherwise).
• Google Drive gives you 5GB of free document storage for non-native google documents.
• Google Drive storage for native google documents is unlimited.

 

How do I download an attachment in Chrome?

Click the Download link to download an attachment. A shortcut to the file will appear at the bottom of your browser. Click the file name to open the attachment, or click the small black triangle to the right of the file name for more options. Google provides more information regarding downloads with Chrome.

 

Can FSMail display messages formatted in another language through the web interface?

Yes, FSMail can display messages formatted in other languages.

 

When I click on an address link on a web page, it launches Outlook! Shouldn't it send mail from my FSMail account?

If you are using Chrome to access your FSMail and you do not need to send mail merge emails, you can install Google's Send From Gmail plug-in to make Gmail your default email by either doing a Google search for "send from gmail" or by clicking here to install the Chrome plug-in.

It works a little differently when you have Outlook configured. The instructions are different depending on the browser you're using. There is a good set of instructions for this issue at:

http://email.about.com/od/gmailtips/qt/et_default_prog.htm

If you send mail merge emails click for more information

 

When I send to a group that I am included in or carbon copy myself I don't receive the message?

FSMail will place any messages sent from you to yourself (even when included in a group) to your Sent Mail label.

 

Shared mailboxes

How do ‘group’ mailboxes work in Google Apps for Education?

Group mailboxes are mailboxes (email addresses) that can be used for special purposes like personnel searches or to receive requests for information to a department, etc. The unique feature is that multiple people need to be able to read, process and respond to mail in these mailboxes.

We can create this type of mailbox and enable you to manage it. Someone in the area would be responsible for maintaining who has access and what they are allowed to do. Labels can be used to track new, in process and completed work processes. In addition, any of these people may send as this mailbox. The from address will track who processed each email. Further by turning on conversation view, the original and any responses could be grouped together for easy tracking.

 

How do I share a mailbox with another FSMail user?

When you grant someone delegate access to your email account, they will be able to sign into your account to read, delete and send mail on your behalf. They will not be able to change your account settings.

To grant access:

  • Click on the gear icon in the upper right section of the screen
  • Click on Settings or Mail Settings
  • Select the Accounts tab at the top of the page
  • Near the bottom ot this screen is a label that says “Grant Access to Your Account.” Select the Add another account link to the right of this label.
  • Follow the instructions on the screen that pops up.

 

Calendars

Can I have a calendar to manage a resource, like a conference room?

Yes!
You can also create a calendar yourself and share that calendar with anyone who needs to access the calendar. Once you share it with them, it shows up in their list of other calendars. They can then display it or not in their calendar interface. You have complete control over who may read, create items on, or administer the calendar. For more information Click Here.

 

How do I allow someone to create appointments on my calendar?

Anyone may send an appointment invitation which you may then accept or reject.

To allow someone to enter appointments directly in your calendar, you must configure them as a delegate. This is accomplished in the sharing section of settings. You may share your calendar with as much or as little capabilities of these delegates as you wish.

  • Display the calendar screen in your browser
  • Click on the gear icon in the far upper right of your screen
  • Click on Calendar Setting in the drop down window
  • Click on Calendars in the top line of your screen.
  • Select the calendar you wish to administrator (usually this will be your name
  • Select the middle option at the top of your screen is “Share This Calendar“
  • On this window you may add people in the middle of the screen and set their access level once they’ve been added.
  • Don’t forget to save your changes once you are done.
How do I access an existing resource calendar?
From within your own calendar, click the downward facing arrow on the right of the "Other calendars" section. Choose "Browse Interesting Calendars" and under the "More" tab/link there is a link for "Resources for fsmail.bradley.edu" available.

 

Mass or group mailings and contacts

I do a lot of mass mailings in my job. How do I do that with the web interface to Google Apps for Education?

Each person (or account) has a daily limit for sending emails to other FSMail accounts, and a separate limit for emails sent to external accounts. For detailed information on the actual limits, please refer to Google's Sending Limits page. (These limits are in place to prevent spam being sent from a single account in Gmail.) These limits can cause a problem when there is a need to send legitimate email to a large number of recipients.

If you do mass mailings that will cause your account to exceed a limit, we recommend that you configure Outlook to access your FSMail account. You will need to use the internal outgoing mail server (mailhub.bradley.edu) to send mail from Outlook. This process is fully documented in the video Mail/Merge and Outlook.

Some other tips about sending messages to multiple addresses:

  • Put many addresses in the BCC line of a message to send that message to many people. This prevents the recipients from seeing each others' email addresses and from sending to the other recipients.
  • You can set up a group alias in the "Contact" section of Google Apps. This creates one address to send to that actually sends the message to multiple people contained in that group contact. A good use for this is a committee or other group of people to whom you send email regularly.
How do I email everyone in a particular class from FSMail?

There are class mailing lists available for use. Send an email to help@classes.bradley.edu to receive information on formatting your mail-to address.

When sending an email to help@classes.bradley.edu, please use "Help" as the subject line and leave the body of the email blank.

To view or print the class mailing instructions click HERE.

 

How do I email everyone with a particular major / minor from FSMail?

Send an email to help@majors.bradley.edu or help@minors.bradley.edu to receive information on formatting your mail-to address.

When sending an email to help@majors.bradley.edu or help@minors.bradley.edu, please use "Help" as the subject line and leave the body of the email blank.

To view or print the major or minor mailing instructions, click HERE.

 

I can’t send more than 1,000 messages at a time. That creates a real problem when I need to reach out to alumni.

Actually the limits are for 2000 total addresses or 500 external addresses. These limits are to prevent spam origination from FSMail. FSMail is not a good place to do mass mailings.

If you do mass mailings, we recommend that you configure Outlook to access your FSMail account but use an internal server to send mail from Outlook. This process is fully documented in the video Mail/Merge and Outlook.

 

How do I create my own contact group to email specific people?

Google has a helpful tutorial on creating contact groups: http://support.google.com/mail/bin/answer.py?hl=en&answer=30970

 

How do I create a contact group?

Follow these steps:

  • Click on "Contacts" tab at top of the FSMail screen
  • Click on "NEW CONTACT"
  • Click the group button at the top - it looks like a group of people's heads
  • Choose the "Create new" option at the bottom of the drop-down list
  • Enter the new contact group name in the pop-up and click "OK"

Now add the addresses to the new group

  • Click on the new contact group you just created in the left-side list
  • Click on the person icon at the top and a text entry box will pop-up
  • Enter the addresses you want added to the contact group and click "Add"

The contact group should now auto-fill when addressing email

How do I send a message to a contact group I have created?
  • Click Contacts (near the top left of the browser window).
  • Select the group you'd like to send to.
  • Click the check box to select all (at the top of the contact list or select the individuals you'd like to send to.
  • Click the email icon in the group details pane.

 

Auto fill works on addresses that I’ve never used. How does it do that?

When you address an email, the system compares what you type to the directories that you can access. This includes anyone you have sent an email to, anyone in your personal contacts, anyone with an account in FSMail, and anyone in the directory that we have created. The directory we created includes everyone in Exchange as well as all students. This is a very powerful feature that helps simplify your work.

 

How do I mail everyone in a department?

While typing in the To: line of the message, use the autofill function of GAE by typing "department " and then the name of the department. This will make finding the correct address much simpler.

 

Google Documents

Documents look 'different' in Google Docs than in Word.

Yes, the document editor in Google Apps does not work exactly the same as Word. We Suggest that you use Google Docs to collaborate and edit the content. Once you have the content you want then export the document to Word and finish the format editing there.

 

How do I send a Google Document to someone not using Google Docs?

Open the Google Document. Select File. Select E-mail as attachment.
A dialog is displayed requesting:

Attach As: select the appropriate entry (such as MS Word)
To, Subject and Message entries.

An email is sent including the information filled in with the document as an attachment.

Tweaks and customizations

FSMail puts my signature block all the way at the end of a forward or reply message. I want my signature at the top where my comments go!

There is a solution to this issue. There is a gear icon in the upper right corner of the mail interface. Click on the gear icon and then on Mail Settings. In Mail Settings click on the Labs tab. These are special features that can be tuned on to provide features you need. You want to turn on the one named “Signature Tweaks.”
Note that Labs are experimental and that Google states they may change, break or disappear at any time.

 

How do I insert a picture or icon into my signature block?

You need to have a URL (internet address) for the image. For example, the URL of the "Go Far, Go Bradley" image is

http://www.bradley.edu/global/images/emailsig_gofargobradley.gif


To insert it into your signature block, click on the image icon (white mountains on a grey background) in the formatting bar at the top of the signature block creation section of your Settings.

 

I like to be able to read my mail without having to open every email individually.  Is there a way to have a preview pane?

There are a couple of possible solutions to this issue. There is a gear icon in the upper right corner of the mail interface. Click on the gear icon and then on Mail Settings. In Mail Settings click on the Labs tab. These are special features that can be tuned on to provide features you need. You want to turn on the one named “Preview Pane.” The Lab “Message Sneak Peek” may be of interest as well.

 

How do I mark an email as high priority?
  • Outgoing Mail - There is not a way for a sender to attach a priority status to an email.
  • Received Mail - There is a way for you to identify more important emails. This is a system, available in FSMail, that ranks your incoming mail based on what you do with the email. Please see: https://mail.google.com/support/bin/answer.py?hl=en&answer=186531 for more information.

 

I like the archive feature (emails never really go away) and the search features. The search really works well, but how can I search just the archived messages?

Archived messages are simply messages that are stored in your ‘mailbox’ but are not in your Inbox. So, any general search of your mailbox will search all archived mail. There is a “Show Search Options” in the upper right portion of the screen. This will show you the many special capabilities that you have when searching.

 

How do I set up Keyboard Shortcuts?

There is a gear icon in the upper right corner of the mail interface next to your email address.Click on the gear icon and then on Mail Settings. In Mail Settings click on the Labs tab. These are special features that can be tuned on to provide features you need. You want to turn on the one named “Custom keyboard shortcuts.” Once this is done, they can be configured by clicking on the gear icon, Mail settings and Keyboard Shortcuts.

 

Is there a function in FSMail to undo and redo something?

You can undo the most recent action by pressing control-z or command-z. We have not been able to identify any way to redo an action.

 

How do I get a read receipt?

Read receipts can be requested by clicking on the Request Read Receipt next to Bcc in the header. You should be aware that receipts can be received even though the receiver never really read the email. Also, people can read the message and not allow a receipt to be sent. So, be careful about the assumptions you make when using this function.

 

I can’t find a way to sort email by sender or date or really any ability to sort. I really miss this.

No, but there are some really powerful search mechanisms. There is a “Show Search Options” in the upper right portion of the screen. This will show you the many special capabilities that you have when searching. Included are options to show you messages with received dates within a certain number of days of a specific date, selecting the From person, etc. Search is a very powerful feature in FSMail.

 

I really miss not having an audio reminder that I have received an email. Is there a way to program one?

There is if you are using Chrome as your browser. There is an extension you can install that will give you the capability to have an audible alert, as well as a number of other capabilities. To install this extension:

  • Click on the wrench icon in the upper right area of your Chrome browser.
  • Click on Settings in the drop down menu.
  • Click on Extensions on the right side of the page.
  • Click on Get More Extensions at the bottom of the page.
  • Search for "Checker Plus for Gmail"
  • Click on "+ ADD TO CHROME"

Once the extension is installed, select options and configure the features you want.

 

Deleting, spam and labeling

How do I recover an email that I deleted by mistake?

Email that is deleted has the Inbox label removed from it and has a Trash label attached to it. You can view the Trash label by clicking on Trash on the left side of your screen. Email remains in the Trash label for 30 days, unless you click on the Delete Forever option. It can be moved out of Trash and back to Inbox by selecting it in trash and then selecting the option to Move to Inbox.

 

What is the label “Drafts”?

Anytime you begin creating an email, copies are saved in the Drafts label. If you navigate away from the message, it remains available to you under Drafts. This helps you save your work for continuation later.

 

When I send a message to myself, it never arrives in my Inbox.

The message is filed in your Sent Mail label. It can be moved to your inbox if you wish. This simply prevents multiple copies of the same message in your mail box.

 

I keep getting messages that I consider spam in my inbox. Is there any way to get these properly classified?

Select the email, then click the down arrow next to Reply. This gives you the option to filter messages like these. If you can describe the reason that the message is spam, then you can filter messages that match the criteria and have them skip the inbox and delete the message.

 

How do I ‘improve’ the spam filtering?

If you find a message in your Inbox that should be classified as spam, MOVE it to Spam. If you find a message in the Spam label that shouldn’t be, MOVE it to Inbox. This way FSMail will learn what is spam for you.

 

Mobile devices

How do I set up my mobile device for my FSMail account?

Disclaimer: Faculty, staff and students are to be aware that all cell phones are not created equal and that issues may arise. When in doubt it is always a good idea to bring your device to the Technology Helpdesk for assistance.

Cell phone operating system limitations

  • Android devices running version 2.2 or greater will use the corporate mail applet already available on their device.
  • Android devices running 2.1 or less will need to purchase a third party application in order to receive their mail, contacts and calendar. The only one we have located that works is called Touch Down and costs around $20.
  • Apple devices, iPhones and iPads, currently we have not run into any issues.

How to check your Android version?

  • Settings>>Software Information: Android
    OR
  • Settings>>About tablet or device

Setting up Android Device to use FSMail

  • Open the Gmail App on your phone
  • Enter your full FSMail address (username@fsmail.bradley.edu).
  • Enter your password

Adding an Additional Email Account to GMAIL app

  • Open the GMAIL app
  • Click the phones Menu button
  • Click Accounts
  • Click Add Account
  • Click the Google option
  • Click Next
  • Click Sign In
  • Enter Username and Password

Switching Email Accounts in the GMAIL App

  • Open the GMAIL app
  • Click on the INBOX dropdown menu
  • Select an account

Selecting a Calendar within Calendar App

  • Open Calendar app
  • Press Menu
  • Select More
  • Select Calendars
  • Select a Calendar to Hide or View
How do I set up my iPhone or iPad for use with my FSMail account?

Setting up Apple Devices to use FSMail

  • Download the GMAIL App from Apple's iTunes Store
  • Open the GMAIL app
    • Email address: username@fsmail.bradley.edu
    • Password: enter your password
    • You will be redirected to the BU sign in page (this may take a few moments to redirect)
    • Enter in your BU username and password

Setting up Apple Devices to use FSMail Contacts and Calendars

  • Go to Settings on your iDevice
  • Select Mail, Contacts, Calendars
  • Select Add Account
  • Select Microsoft Exchange
    • Email: username@fsmail.bradley.edu
    • Domain: Leave this blank
    • Username: username@fsmail.bradley.edu
    • Password: your current password
    • Press "Next" and the server field is displayed:
      • Server: m.google.com
      • Turn On those items you want to have available on your device
        • Mail
        • Contacts
        • Calendars
      • Save

Adding additional FSMail calendars into iCal

Step One:

 

Step Two:

  • Go to Settings on your iDevice
  • Select Mail, Contacts, Calendars
  • Select Add Account
  • Select Other
  • Under Calendars, Select Add CalDAV Account
  • Server: www.google.com
  • User Name: username@fsmail.bradley.edu
  • Password: your current password
  • Description: FSMail Calendars

To search, use the 'Expand All' button below and your browser's 'Find' function.
This is usually done with Ctrl-F on Windows or Command-F on Macs.