Email Frequently Asked Questions
1) Why is our email system being upgraded?
In short, we are upgrading to give everyone an unlimited inbox, less spam, email accessibility 24/7/365, and no more archiving. The Email Upgrade Project aims to give the Pepperdine Community three main benefits:
- Better collaboration
- Better storage for documents and projects
- Unlimited email
Before the upgrade, Pepperdine students received 250Mb of email storage and faculty and staff received 1Gb of email space. After the upgrade, you will receive unlimited space for email and storage in Google Apps for Education (GAFE) through Pepperdine.
2) Where can I get more details about this Email Upgrade Project?
- Check out emailupgrade.pepperdine.edu and the Email section of our website for all the latest updates!
3) Will there be any training opportunities on how to best use Google Mail and to assist during the transition?
- Yes, there will be many opportunities both in-person and online. Sign up for a group training session at any Southern California campus here.
4) I already have a personal Gmail account. Is that going to be a problem?
- Not at all. Your Google Apps for Education (GAFE) account and any personal Gmail accounts will be completely independent. When logging into Google Apps, you will need to make sure that you are logging in with your Pepperdine credentials.
5) Can I just use my personal Gmail?
- No. The current policy will continue and reads as follows: staff and faculty are expected to use University email for business confidential communications. Students will be responsible for monitoring their University email for important academic and administrative communications.
- Some privacy protections and security enhancement provided in our Google Apps for Education (GAFE) accounts are not present in consumer Gmail/Apps.
6) Will I be able to view my inbox, shared inboxes, and calendars at the same time in the same browser?
- Yes. Currently, Google apps will allow for any account to which you have access to load simultaneously in the same browser window on different tabs. The first account that is logged in will function as the default, so be sure you are opening the page in the right browser if permissions are a concern.
7) How much will it cost?
- Google Apps for Education (GAFE) is a free program for universities. More information about that can be found here.
1) Is there anything that won't transfer from my Outlook inbox to Google Mail?
- Notes and tasks will not transfer, but Google Mail has similar functions for both of the Outlook features. Read more about it on this Google Support website.
2) Can I upload my mail archives?
- Yes. Assistance and for uploading .pst files and other archives can be requested by filling out this form: bitly.com/EmailUpgradePST
3) Will my Pepperdine email address change?
- No. Everyone will continue to use their institutional email address - firstname.lastname@example.org. Google Apps for Education is an extension of your existing Pepperdine account.
4) Can I use my mobile phone or tablet with the upgraded email and calendar?
- Yes, you can easily setup and access your Pepperdine email on your mobile device using the Google slate of applications found in the corresponding apps store for you device (e.i. Gmail, Google Drive, Google Docs, Google Calendar).
- Additionally, Information Technology highly suggests using these free Google apps for email, calendar, docs, etc. since they handle multiple accounts (personal and work) very smoothly. Click on the links below to learn how to get your Pepperdine email on your mobile device:
5) Will I be able to 'discover' what I have stored when I need to reference it?
- Yes, the Google Mail feature of creating labels makes it easy to search/discover and find your old emails. Google Mail doesn't want or require you to delete your mail since it's so easy to search your messages should you ever need them down the road.
6) Will I constantly have to log back in now that my email is in a browser?
- No. To stay signed in and treat Chrome like you did Outlook, take the following actions
to have your email and calendar to open automatically with Chrome:
- Set Chrome as your default browser. You will have the best experience using Google Chrome to access Google Mail. Safari and Firefox will also work.
- Set your Pepperdine Google account as your default Google account:
- Log out of all Google Accounts in Chrome.
- Sign into your Pepperdine Google account by visiting email.pepperdine.edu.
- Sign into Chrome using your Pepperdine user account to easily keep you logged into your Pepperdine Google Apps. This is different than signing into your Google Mail.
- Set Google Mail as your default email client so that any email address links will open in Google Mail and not your previous email client.
7) Can I still clip email directly to Evernote?
- Yes, documentation for Google Mail/Evernote integrations can be found at this Evernote Support blog.
8) Can I still create Calendar events directly from mail?
- Yes. When an email is open, you can click the "more" drop down menu to "Create event" using the email. A meeting request then opens up in Google Calendar to edit and invite attendees. If you have a preview pane enabled, you will need to open the email using the "in new window" arrow icon in the top right of your email preview.
9) I've heard about the different ways that Google Mail can sort my email. Is there any way to toggle this on and off until I find my preference?
- Yes, you can easily change the way that your email is arranged. Read more about it on this Google Support website.
10) Will I experience any compatibility issues with iOS products compared to Android?
- When using the free Google Apps, you should not experience any compatibility issues between devices or colleagues. You can read more about it on this Google Support website.
11) Will the secure attachment feature still be available?
- Secure attachments is still available and accessible via attachments.pepperdine.edu
12) How can I set my Pepperdine account as the default in Google apps instead of my personal account?
- In the selected browser, sign out of all Google accounts, personal and Pepperdine. Sign back in using your credential for the account you want to be the default. Now click on your profile picture in the top right of your Google apps window and select "Add Account" to load additional profiles in the same browser. The first account entered will act as the default on log-in and when opening shared files in Google Drive.
13) Can I still work offline or do I need to be connected to the network to send/receive email or edit/created documents?
- Read all about working offline using your computer here.
14) Will we still have access to shared inboxes?
- Shared inboxes/calendars will be handled through inbox/calendar delegation. Delegates of the account never have to worry about outdated passwords or lockouts.
- Additionally, you can open all delegate inboxes in separate tabs in your browser to keep track of each inbox simultaneously.
- To request Delegate Access to a shared inbox, fill out the following form: bitly.com/EmailUpgradeDelegate
15) Are mail merge capabilities possible with Google Apps and Google Mail?
- Yes. Mail merge capabilities are possible using a Google Sheets Add-on called Yet Another Mail Merge. Read more about the Pepperdine's mail merge solution here.
16) Will there be an option for Urgent email, or read receipt?
- Read receipts will be available in Google Mail, but there is not an option to mark a message as urgent.
17) Is the global address list (GAL) still available?
- The Global Address list (GAL) will be available on your computer as well as your mobile devices, providing additional functionality that was previously unavailable.
18) Where can I find more information about Google's calendar functions?
- There are many ways to customize the Google Calendars and an extensive outline of its complete functionality can be found on this Google Support website.
- You can also watch our Calendar Basics video created specifically for the Pepperdine Community in our YouTube Playlist: bitly.com/EmailUpgradeVideos
19) Does Google Mail have an "out of office" function?
- Google does have an out of office function called the "Vacation Responder" that you can read about more here.
20) With all these new features like unlimited storage, will students be able to keep their email after they graduate?
- Yes! Graduating students will now be able to keep their Pepperdine Email after they graduate.
1) Will the upgraded email allow group distribution lists?
- Yes. The upgraded email will allow group distribution lists.
2) Will the upgraded email allow shared calendars?
- Yes. The upgraded email will allow shared calendars. Google makes scheduling easy with its calendars as it allows you to share and distribute a group calendar. Most of Pepperdine's calendar needs will be handled through delegate access related to the inbox. Google's group calendars allows the sharing, simple accessibility, and supplements easy organization of meetings.
- Find out more about shared calendars here.
3) Will we be using Google Calendar, and if so, how will we share and coordinate meetings with other users on campus?
- Yes. With Google Calendar, organizers will have the ability to make calendar events, invite guests, include attachments, set custom meeting times, schedule re-occurrences, and even add a Google Hangout.
- More information on creating events can be found on here.
4) If I have contacts and contacts lists on Outlook, how will they transfer to Google?
- Contacts will be transferred as part of the automatic migration, but personal contact lists will not. If you use this function to email a predetermined group of people that you have created manually within Outlook, you will need to recreate them as Contact Groups in Google Mail. Read more about creating Contact Groups on this Google Support webpage.
5) How will groups be handled? Will we have to input names manually, or will they be available as they are now. For example, we can currently selected a class in order to email the entire class.
- Yes, the groups will still be searchable by class and will automatically appear using the Global Address List (GAL).
6) How will group messaging work?
- Google Hangouts can be integrated directly into the Google Mail window and allows for up to 100 people to join a group chat discussion. Any chat discussion can easily transition into a video web conference with the click of a button.
- More information on how to start a group chat can be found on this Google Support webpage.
1) Will my current Outlook folders migrate to the upgraded email?
- Your folders found on the server (go to webmail.pepperdine.edu to see what is there) will be imported as "labels" automatically as part of the inbox migration. Personal Archive folders and their contents will need to be imported using a secondary process after the university has moved to Google Mail. Make a request to have your Archives and Personal Folders moved for you with this form: bitly.com/EmailUpgradePST
- Labels provide a better, more flexible solution to folders in that you can label the same email with multiple labels (e.g. important, policy, security, email upgrade). Additionally, adding a label in Google Mail does not limit search functionality like folders. Search for any email, using your labels or other keywords, at any time.
- Watch our Labels tutorial on our YouTube Playlist: bitly.com/EmailUpgradeVideos
2) In Outlook are "folders" and "archiving" different things?
- First, an Archive is a way to reduce the size of your Outlook Data File when the amount of email you keep starts to tax your computer's resources, causing it to slow down. Unlike a traditional backup in which a copy is made, archived items are moved to a separate Outlook Data File and set aside to be accessed when needed.
- The Archive process will then run using the settings you previously entered. All email received before the date you selected will be moved to the Archive file. If the email being Archived is in a folder named John Doe, it will be stored in a folder named John Doe in the Archive file. If a folder does not have email old enough to be Archived, the folder will not be created in the Archive file until it does. Read more about it here.
3) How do "Categories" transfer in the migration?
- Color Categories will not transfer in the migration, but color assignments can easily be recreated in Google Mail using Labels.
1) Isn't Google bad for security?
- In short, no. Security is actually increased as email and file data are encrypted in transit with the Google Apps for Education (GAFE), where the current University email and file shares are secure, but not encrypted.
- Google email and drive are secure and suitable for Public and Confidential University data. Storing or sending RESTRICTED University data in email is prohibited with our current email and fileshare system and likewise is prohibited with all Google Apps for Education (GAFE). Use only the University's Secure Attachments, Secure Sync and Secure Cloud Backup applications for RESTRICTED data now and after the email upgrade.
2) Is my email going to be read and indexed by Google for marketing?
- No. The contract with Google Apps for Education (GAFE) prohibits the use of the core applications (Email, Calendar, Drive/Docs, Hangouts) from being used for marketing as part of the enhanced privacy provided to Education accounts. Your work is not searchable by the Internet at large and is not used for marketing.
3) What kind of scanning or indexing of user data is done on Google Apps for Education accounts?
- From Google Support Site for Google Apps for Education (GAFE):
"Google Apps for Education (GAFE) services don't collect or use student data for advertising purposes or to create ads profiles.
Gmail for consumers and Google Apps for Education (GAFE) users runs on the same infrastructure, which helps us deliver high performance, reliability, and security to all of our users. However, Google Apps is a separate offering that provides additional security, administrative and archiving controls for education, work, and government customers.
Like many email providers, we do scanning in Gmail to keep our customers secure and to improve their product experience.
In Gmail for Google Apps for Education (GAFE), this includes virus and spam protection, spell check, relevant search results and features like Priority Inbox and auto-detection of calendar events. Scanning to provide product features is done on all incoming emails and is 100% automated. We do NOT scan Google Apps for Education (GAFE) emails for advertising purposes."
4) Google is a massive and powerful company and I am curious if Pepperdine has legal and digital protections in place in this transfer?
- Pepperdine General Counsel has reviewed and approved the Google relationship.
5) How is Google making money if they aren't mining our data- does Pepperdine pay a subscription for access to good education apps?
- Google does not charge education users a subscription fee. By providing this free service, Google is providing the next generation of industry leaders experience in using Google's products. It's a business model that Microsoft is also using for some of its educational products.
1) Google Mail is different than Outlook and I'm concerned about production time lost.
- Based on survey data collected from university employees about how we currently organize email inboxes, we are confident that the time saved from deleting and archiving emails will more than make up for the time needed to transition. Google Mail offers the same functionality as stand alone email clients like Outlook with added benefits related to accessibility, collaboration, and simplicity.
- Pepperdine IT will be offering many ways to learn about the upgraded email. Training will be available through online videos, group trainings, interactive video training using a Chrome Extension, and step-by-step walkthroughs.
2) Is there an equivalent for Outlook Tasks in Google Apps?
- Yes. Google Mail provides a built in task function that is similar to Outlook tasks. You can read more about it on this Google Support webpage.
3) Will my Pepperdine Email address change when we move to Google?
- Your current Pepperdine email address, email@example.com, will stay the same. Anyone emailing you will experience no difference once the switch is made.
4) Will we still have access to the Global Address list that is currently used in Outlook?
- The Global Address List (GAL) will be available through Google Mail. As an added benefit, the (GAL) will available across devices meaning you can still access the (GAL) while you are away from your desktop computer or on your mobile device.
5) Is there a Google version of Outlook's "Scheduling Assistant" function?
- Yes, absolutely. Learn about the "Find A Time" tool and others in the Calendar Basics video on our Email Upgrade YouTube Playlist.
- As an added benefit, Google Calendar will search out open times and offer suggestions based on attendee availability, greatly simplifying the scheduling process when multiple attendees are involved.
6) I like to drag and drop emails from my inbox to my desktop, or, store emails into various project folders on my computer. How can I do this in Google Mail?
- In Google Mail, you can drag and drop emails into Google Mail "Labels" which are similar in function to Outlook Folders only much more flexible. You can not drag and drop emails directly onto your computer, but you can "print" or save emails as PDF's directly to your Google Drive.
- Labels can be named, re-named, arranged, color-coded, hidden and unhidden as you wish. They have unlimited storage space, can be archived indefinitely, and can be readily searched even after assignment.
- Find out more about Labels and Filters in our Email Upgrade YouTube Playlist.
7) In Outlook I had to type in each name when emailing the same group of people (unless a distribution list pre-existed). Does Google Mail make this easier?
- Yes. In Google Mail you can create your own specific "Groups" of people that you send frequent group-emails to; for example, everyone in your department or everyone on your project. You create these groups yourself from your contacts.
- Once you create these groups, you no longer need to type each individual's name for future emails to that group of people.
8) I like to automatically group emails from the same sender or category into a single folder. In Outlook I used "rules" to do this. What's the easiest way to do this in Google Mail?
- In Google Mail, a good way to accomplish this is to "label" and then set a "filter." Here is an example: Create a label in Google Mail called "Net Events." This creates a folder called "Net Events" within Google Mail. Then, create a filter that puts all emails that come from the sender, "firstname.lastname@example.org," inside that "Net Events" folder. Now, every email that comes to you from the sender, "email@example.com," will automatically go into your "Net Events" folder. You can filter on other criteria as well.
- Find out more about Labels and Filters in our Email Upgrade YouTube Playlist.
9) What's the easiest way to search my emails in Google Mail including my old Outlook emails?
- In Google Mail, simply use the search box at the top of your Google Mail window. This Google Support website shows you how. Migrated folders from Outlook will appear with an easily searchable label in Google Mail.
10) What's the easiest way to look up someone's email address in Google Mail?
- Click on "compose" to compose a new email. Then click on "To". Start typing the name of the person's email you would like and the Global Address List will find the name and address you need. This can be done from any computer or mobile device.
- For faculty and staff, you can also search the online directory.
11) I happen to have two different Google Gmail accounts: a personal account and a Pepperdine account. I'd like to keep these emails separated in their respective inboxes. How can I make sure that happens?
- If you have more than one Google Mail account, Pepperdine or personal Gmail, your inboxes will be separated by default but can be conveniently viewed as separate tabs or via a drop down menus within your Google web interface.
- You will be able to add an account (such as your personal Gmail). You then can select to add an additional Google account which you can then toggle back and forth between.
12) I want to forward a pre-existing email to another colleague, but change its "Subject" to something else before I send it. What's the easiest way to do this in Google Mail?
- First, click on "forward." A duplicate version of the same email will appear. Next, click on the small "down arrow" to the left of "To" in the new version. This will give you a drop down menu with the option to "Edit Subject." After you edit the subject, you also have the option to add some comments to the body before "sending." This Google Support website shows you how.
13) I want to attach a pre-existing email (from another sender) to an email that I am about to send to another recipient. What's the easiest way to do this in Google Mail?
- First, save the email to Drive as a PDF by opening the email and selecting print from the email window. You can then easily attach the File to your new email as a Google Drive Attachment.
14) What's the easiest way to organize my folders in Google Mail?
- Labels, (previously known as "folders" in Outlook), are a powerful tool for organizing your emails. With Google Mail you can put any message into any number of user created labels (folders).
- Google Mail labels can be created, deleted, hidden, and color-coded as seen in our videos about Labels and Filters in our Email Upgrade YouTube Playlist.
15) Will I still be able to use "RS Room" in Google Calendar to reserve various conference rooms the way I used to in Outlook Calendar. How can I do this in Google Mail?
- In Google Mail and Google Calendar, you will do this the same way you did it in Outlook and Outlook Calendar.
16) I like to preview my emails through a preview pane which shows small snippets of my emails which help me select which ones to read first. How can I do this in Google Mail?
- You can enable a preview pane by first going to "Settings" in the top right corner of the Google Mail window represented by a gear symbol. In the "Labs" tab you can select to see a "preview pane" layout in Google Mail. Watch out Google Mail Basics video in our Email Upgrade YouTube Playlist.
17) How do team members view each other's calendars?
- Google Calendar allows you to share calendars with any specified email address. Find out more about Google Calendar and sharing calendars here.