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Gmail Frequently Asked Questions

  1. What effect will gmail have on the existing mail services?

  2. How does the new mail system work?

  3. Will I automatically receive a gmail account?

  4. Will my old email be migrated to the new gmail account?

  5. Can I still access my old email and how long will that system be available?

  6. Can I import contacts from the old mail system into gmail?

  7. Can I log in to my University gmail account with any mail client?

  8. Is gmail secure? What about the calendar public view?

  9. What assurance does the University provide about privacy when using gmail?

  10. Can I have more than one gmail account?

  11. If the University network is for any reason unavailable will I still be able to login to my gmail?

  12. Does gmail support mail forwarding and will my old forward be applied to the gmail account automatically?

  13. Who should I call or email if I have a problem with gamil - the ITS Help Desk or Google?

  14. What is single sign-on?

  15. How do I forward myMQ email in the Gmail web client?

  16. What Security issues do I need to be concerned with when using the mqMQ Portal and Google Apps?

  17. Does Google Apps provide a Help Centre?

  18. For Hotmail users what are the main differences you will see in Gmail?

  19. Can I view an instructional video to help me with getting started on Google Apps?

  20. I am not able to log in to my Macquarie Gmail account?

  21. How Do I enable POP in Gmail?

  22. Which mail clients are supported for POP and what are the set up instructions?

  23. How Do I set up TALK?

 

 

 

 

 

 

 

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1. What effect will gmail have on the existing mail services?
All students will continue to have an email address ending in @students.mq.edu.au

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2. How does the new mail system work?
Macquarie gmail is a new e-mail service offered jointly by MQ and Google. It is similar to Google's Gmail product but has been customized for MQ.

Basic features of Macquarie gmail:

  • 6.4 GB storage quota (=6448 MB, =644,000 messages of 10KB each)
  • Integrated calendar and instant messaging.
  • Automatic spam filtering.
  • Handy and fast tagging and searching of email.
  • See the Google mail site for more about Gmail, including:

Authentication is done in cooperation with MQ and Google. You use your existing myMQ  Username (StudentIDnumber) and Password.

Incoming and outgoing e-mail is sent without involving MQ services.

Your email will continue to appear to have originated from or been sent to your Macquarie student email, the physical services will be hosted by Google, the mail client will be Google Gmail web interface.

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3. Will I automatically receive a gmail account?
Yes , if you are a current student your Macquarie gmail account will be created automatically with the same email account name  (ie: firstname.lastname@students.mq.edu.au)

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4. Will my old email be migrated to the new gmail account?
No not automatically, however from the existing student email system you will be able to forward email manually to your new Macquarie gmail account.

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5. Can I still access my old email and how long will that system be available?
The existing student email system will be accessible for a period of 12 months after the cut-over to gmail. You will be able to view your old mail only and forward to your gmail account only during that period.

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6. Can I import contacts into gmail?
Macquarie gmail offers a utility to import contacts from a variety of email programs, as long as they can produce a CSV (comma-separated values) formatted file.

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7. Can I log in to my University gmail account with any mail client?
Google supports POP and IMAP access to Gmail accounts. Even though you access your web based account using your studentID number and myMQ student Portal Password, you create your POP and IMAP access using your firstname.lastname@students.mq.edu.au as the account name.

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8. Is gmail secure? What about the calendar public view?
All Google Apps services provide the ability to access all data using encryption and customers can choose to require this option for their users. This ensures that no one except the user has access to his or her data. This is true for access to mail, calendar, and chat data via our web applications. The mobile email client also uses encrypted access to ensure the privacy of communications. MQ will not be offering Encryption on the Start Page service at this time.

The Google calendar that is created with your account is set up as Private (Do Not share) by default. You have the ability to change your own setting. A brief explanation is available under the heading Users at : http://www.google.com/support/a/bin/answer.py?answer=60765

For more information on Google’s Policies on Security
https://www.google.com/support/a/bin/answer.py?answer=60762&query=security&topic=&type=

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9. What assurance does the University provide about privacy when using gmail?
The University has agreed to accept the standard Google terms and conditions which include reference to its privacy policy, you may review this policy at http://www.google.com/intl/en/privacypolicy.html

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10. Can I have more than one gmail account?
You will be given one (1) Macquarie gmail account, however you are able to create your own additional “@gmail.com” accounts independently.

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11. If the University network is for any reason unavailable will I still be able to login to my gmail?
The Log in / Authentication services for Macquarie gmail are provided by the University, in the initial phase of the project the Macquarie Network is critical to the log-in process, however in the next phase of the project these Macquarie Log In / Authentication services will be replicated to an independent network which will become available if the University network is unavailable.

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12. Does gmail support mail forwarding?
Gmail supports mail forwarding.

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13. Who should I call or email if I have a problem with gmail - the ITS Help Desk or Google?
Contact the Student IT Help service desk (02)9850 4357 or 1800 063 191, or ITHelp@mq.edu.au. The GMail/Calendar interface is intuitive and may be familiar to many students. Google does provide help documentation, however does not provide a telephone support service.

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14. What is single sign-on?
Single sign-on (SSO) is a specialised form of software authentication which enables a user to authenticate once and gain access to the resources of multiple software systems. Macquarie University is moving more systems to use Single Sign On. For students the common user name will be Student ID Number and the password will be the myMQ student portal password.

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15. How do I forward myMQ email in the Gmail web client?
Please note: each student is responsible for the information sent to a non-Macquarie account and for managing mailbox size to ensure that their account remains active.
For forwards to a single address:

  1. Log in to your mail account.
  2. Click Settings at the top of any mail page.
  3. Click Forwarding and POP along the top of the Mail Settings box.
  4. Enter the email address to which you'd like your messages forwarded.
  5. Select the action you'd like your messages to take from the drop-down menu. You can choose to keep your copy of the message in your inbox, or you can send it automatically to All Mail or Trash.'
  6. Click Save Changes.

For forwards to multiple address  :

  • Log in to your mail account.
  • Click Settings at the top of any mail page.
  • Click Filters along the top of the Mail Settings box.
  • Enter your own email in the TO address and click next
  • Enter the email address to which you'd like your messages forwarded,
  •  repeat the steps for each forward account.
  • Click Save Changes

Tip: You can also forward only some of your mail by creating a filter!

* Please ensure to test that your Email Forward has been set up and is functioning correctly by sending an email to your......@students.mq.edu.au account. Check that the email arrives at your nominated email forward account.

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16. What Security Issues do I need to be concerned with when using the mqMQ Portal and Google Apps?
The Staff Portal has functionality to allow you to access previously internal systems only ( i.e. Files Shares ) from any computer connected to the Internet. Using the myMQ portal requires you to log in to gain access, it is equally important to Log Off from the system when you end you session on the computer, there is an automatic log off triggered by a 120 minute Idle time limit with your SSO session.

Privacy Concerns with Shared Computers
For User who access the portal and web mail function on computers that are shared with other users, logging out and clearing browser information is critical, to fully ensure your privacy , it is important to log out and clear the private data information in the browser.
To clear data in IE, ( Tools , Delete Browsing History) on Firefox ( Tools , Clear Private Data)

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17. Does Google Apps provide a Help Centre?
All the Google assistance is available on line via their help centre, there are many FAQ’s and you can search their support databases.
http://google.com/support/a/users/?hl=en

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18. For Hotmail users what are the main differences you will see in GMail?
The main differences in functionality are:
Use Labels (in Gmail)  in place of Folders (Hotmail),
Conversation view email inbox
Larger unlimited attachments (10MB max per message)
Archiving
Auto Fill of Email Address

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19. Can I view an instructional video to help me with getting started on Google Apps?
You can check out the video presentations that are linked below.

Email

Calendar

Start Page

Docs & Spreadsheets

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20. I am not able to log in to my Macquarie Gmail account?

Here are several tips to help you ?

  • You could be using the wrong Gmail log in username:  check you Gmail account name in myMQ on the Student Communications tab in Account Administration.

  • You are not using the Macquarie gmail link, http://mail.students.mq.edu.au , your username / log in will NOT work on the general www.gmail.com  web site.

  • You may be including your @students.mq.edu.au in your user name to log in; just use your first name.lastname  ( you will see a @ not allow when this occurs) .

  • Your password may have become unsynchronised with Gmail; reset it again in myMQ.

  • Unable to remember my original myMQ password; you can view a copy of your original letter at this link https://www.ocs.mq.edu.au/stdgen/self_reprint.html

  • You don’t remember your password for myMQ; assistance is provided by the Macquarie Student IT Help desk , they can be reached on:
    (02) 9850 HELP or Freecall : 1800 063 191 or ithelp@mq.edu.au

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21. How Do I enable POP in Gmail?

The instructions in the Google link below are generic to Gmail, the only change that you need to be aware of is that your account name will be firstname.lastname@students.mq.edu.au  and password will be your myMQ portal password  (do not use a gmail.com address for MQ)

http://mail.google.com/support/bin/answer.py?answer=13273

Note :
the incoming server is :  pop.gmail.com
the outgoing server is : smtp.gmail.com

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22. Which mail clients are supported for POP and what are the set up instructions?

http://mail.google.com/support/bin/answer.py?answer=12103

 

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23. How Do I set up TALK?

The instructions in the Google link below are generic to Google Talk, the only change that you need to be aware of is that your account name will be firstname.lastname@students.mq.edu.au  and password will be your myMQ portal password (do not use a gmail.com address for MQ)

Google Talk Instructions :
http://www.google.com/support/talk/

There are 2 ways to access TALK , via a Windows download or a Google Gadget that you add to the Start page.

Downloading Google Talk
http://dl.google.com/googletalk/googletalk-setup.exe

 

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Date last updated 05 September 2007

 

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