Getting Started with Google Apps @ NC State

Google Apps is a suite of Web-based messaging and collaboration applications that Google hosts on their own servers, providing them as services rather than software you would have to download and install. To access these services, you simply use a Web browser on a computer that's connected to the Internet. The various Google Apps services (e.g., GMail, Calendar, Documents) are tightly integrated, so they require less maintenance, can be upgraded more frequently, and can often run faster.

Recommended browser

The Google Chrome browser is tightly integrated with other Google products, and OIT recommends it for most users for accessing the various services of Google Apps @ NC State (e.g., Gmail, Google Calendar, and Google Docs). Exceptions:

• For users with accessibility requirements, Firefox is a better choice.
• To access the MyPack Portal, Firefox and Internet Explorer are better choices.

Google Apps Username

Your Google Apps @ NC State username is your complete UnityID@ncsu.edu email address, which is what must be used to create Google calendar appointments, share Google calendar information, or share Google Docs. While many users on campus have an email alias, such as firstname_lastname@ncsu.edu, an alias cannot be used in Google to create appointments, share calendars, or share Google Docs. 

Accessing Google Apps @ NC State

The links on the left side of this page can take you to the various services available in Google Apps.  Alternatively, you can use the following links for the most popular services:

• Gmail
• Google Calendar
  See also: Share your calendar.
• Google Docs
• Google Sites

Private and sensitive data

If you handle private and sensitive data on campus, be sure to read and follow Best Practices for Data Security in Google Apps @ NC State before you share any of that data using any of the services in Google Apps.

Gmail instead of a desktop email program

If you use a screen reader, you will need to continue to use your desktop email program. For all other users, we strongly recommend that you use the GMail service with the Google Chrome browser instead.

A number of NC State staff members had preferred a desktop email program (e.g., Outlook, Thunderbird) and were initially reluctant to use Gmail. However, now they use its features enthusiastically, and they're pleasantly surprised to find that they actually prefer the Web-browser-based Gmail service instead of a desktop program. In fact, it’s almost like having your Web browser function as your email program.

A change like this can be difficult, especially at first. Consequently, we ask that you explore and use the features of Gmail exclusively for at least 30 days before you consider going back to a desktop email program. Outlook and Thunderbird for Windows and Mail for Apple are the only three desktop programs that OIT supports, and it does so only on a limited basis.

Gmail settings

• General settings
  OIT has some Recommended Settings to help get you started with Gmail's features; e.g., labels, themes, filters, lab settings. In particular, you'll notice that labels are much more versatile than folders for organizing, searching, and retrieving your messages. 
• Mobile settings
  Your mobile account settings will need to change, so be sure to read these instructions:
  • General information on Gmail for mobile
  • Setting up iOS (iPhone, iPad, iPod Touch) for Google Apps @ NC State
  • Setting up Android for Google Apps @ NC State 
  • Setting up Blackberry for Google Apps @ NC State
  • Setting up IMAP for Google Apps @ NC State

Gmail Sending Limits

In order to protect their infrastructure, Google limits the amount of mail a user can send. The limits restrict the number of messages sent per day and number of recipients per message. After reaching one of these limits, a user cannot send new messages but can still receive incoming email.

For details on the limits visit http://www.google.com/support/a/bin/answer.py?answer=166852

Emailing a file? Use Google Docs instead.

NOTE: There are legal restrictions on sharing private or sensitive data. To determine if these apply to the information you want to share, see: Best Practices for Data Security in Google Apps @ NC State.

• Instead of emailing a file, consider sharing it via Google Docs. You’ll save  bandwidth and gain several other advantages.
• If you must email a file, consider these options:
  • Files up to 25 MB - Gmail message attachment
  • Larger files - NC State campus Velocity service
• Emailing a file from within another program:
  • Windows programs (e.g., MS Word, Windows Explorer) with Gmail - not possible.
  • Mac programs with Gmail - possible with Google Notifier.