Google Mail, Google Groups & Calendar FAQ

Yes, when the switch from Microsoft Exchange to Google Mail occurred email addresses ending in @pugetsound.edu retained the same address. Email addresses ending in @ups.edu have been retired. If you received emails to an @ups.edu email address, please notify your contacts as they will need to email you at your @pugetsound.edu email address moving forward.

For the best experience, Technology Services recommends using the Gmail web interface. Gmail has a number of specific features that do not translate to email clients like Outlook.

If you have a legitimate business need to use Outlook, follow these optional instructions to configure Gmail with Outlook. For other mail clients, please refer to Google’s support article on setting up Gmail with a third-party email cilent as well as your mail client’s documentation.

For the best experience on a mobile device, Technology Services recommends using the Gmail and Google Calendar apps. See our page on configuring Gmail on mobile devices. Other mail apps may have functionality to send and receive emails; however, the greatest level of app interoperability will be achieved by using the Gmail app. You can set up separate profiles if you have concerns about commingling work and personal Gmail accounts.

Technology Services recommends accessing Gmail in the web interface in the Google Chrome browser. Go to login.pugetsound.edu and click on the Google Mail tile.

Google Workspace for Education does not collect or use information for advertising purposes and is specifically designed for use in education. Google is committed to the security and privacy of data and takes steps to safeguard personal information and protect data from unauthorized access. The data stored in Google Workspace with your university account (e.g. contents of emails, contacts, documents files) are encrypted at rest and in transit. For more information, see the Google Workspace for Education Privacy Notice.

Your university Gmail account (@pugetsound.edu) and your personal Gmail account (@gmail.com) are separate. You can add both accounts on the Gmail app and create separate profiles so that your emails and calendars are separate.

Please only use your university Gmail account to conduct university business and refrain from using your university Gmail account for personal purposes. Likewise, do not use your personal Gmail account for university business. 

With the university’s educational, enterprise-level Google Workspace account, you will use Gmail but maintain your @pugetsound.edu email address. The university account provides you access to additional tools including Google Calendar, Chat, and Meet, as well as Drive, Docs, Forms, Sheets, and Sites. Unlike a personal account, there are no ads and enhanced features within the apps are available.

Instead of folders, Google uses labels to filter and group messages. Labels are more flexible than folders and allow for greater searchability. You can assign any number of labels to an email while keeping the message in your primary inbox or you can move an email to a label.

Gmail supports both email/conversation threading and selective deletion of individual messages. If you prefer to list emails separately you can turn off conversation view.

Yes. If you need to send and receive emails on behalf of somebody, follow the steps to add a delegate. If you only need to send emails on behalf of somebody, follow the steps to send emails from a different address.

Yes. Follow these steps on how to use templates. Please note that you will need to enable templates in your settings first and that templates are only available in Gmail on web, not in Gmail mobile apps.

Yes. In confidential mode, recipients won’t be able to forward, print, or download your email. See instructions on how to send and open confidential emails.

Yes. A contact group is a collection of contacts. You can utilize labels to organize your contacts into contact groups. When you email the group label, all contacts in the group will receive the same email. More information on how to create group contacts.

Yes, since Gmail is hosted by Google, you can use it off-campus and abroad as long as Google is not blocked in the country you are in.

Storage limits in Google Workspace are shared across Google Drive, Google Mail, and Google Photos. This means that your storage limit will no longer be an email-specific quota.

For students, the storage limit is 10GB. For faculty and staff, the storage limit is 20GB.

Please see the university webpage on how to report phishing.

Unlike phishing emails, spam emails are typically unsolicated advertising or marketing but do not have malicious content designed to steal sensitive information or install malware. To handle spam emails in Gmail, you can report them as spam.

No. To comply with the Family Educational Rights and Privacy Act (FERPA), you will be unable to create an email rule to forward university emails to another email account. However, you will still be able to forward individual messages. 

Gmail vs Outlook 

What’s not supported in Gmail 

Use Outlook with Google Workspace  

New to integrated Gmail - Gmail Help 

Organize your inbox (answers almost all the setup questions)

Differences between Gmail and Outlook

Gmail training and help

Get started with Gmail

Switching to Gmail from Microsoft Outlook

Gmail: Beginner tips

Gmail: Intermediate tips

Gmail: Advanced tips

Gmail cheat sheet 

Gmail cheat sheet for Android

Gmail cheat sheet for iPhone & iPad

Google Calendar cheat sheet

Ten things to know about the integrated Gmail experience

Best practices for group communication in Gmail

Use Google Workspace keyboard shortcuts

Send attachments and Drive files with Gmail 

Create rules to filter your email

Create labels to organize Gmail

How to set up an appointment schedule - Google Calendar Help 

Learn about the new integrated Gmail layout

You can find your calendar via the tile on the login.pugetsound.edu landing page or go directly to it at calendar.google.com.  You will need to make sure you are using your university account by selecting it in the top right corner of the Google window.

Google Calendar is more collaborative and includes the option for you to create bookable timeslots, to easily add Google Meet or Zoom conferences, and more. Differences between Google Calendar and Outlook Calendar

Google Calendars can be setup to manage group calendars.  For room scheduling, 25Live is our approved room scheduling platform.

In January 2023 Technology Services moved all your non-archived email from Microsoft Exchange to Google Mail.

For offline archives, you can continue to access them in your mail client or you can import them into Gmail. If you decide to import archived mail items, please be mindful of the storage quotas for Google Drive/Mail/Photos which will be 10GB for students and 20GB for faculty/staff.

Yes. Technology Services moved all non-archived mail, calendar items, tasks/to-do items, and contacts to Google for your individual @pugetsound.edu account.

Shared/departmental email accounts transitioned to Google Groups and only email items were migrated. 

NOTE: Requests for information regarding shared accounts were sent in November 2022. If a reply was not received prior to December 5, 2022, the shared account was not migrated.

The migration did not impact existing groups. However, existing Google Groups that may have a similar name to shared/departmental accounts that were grated may cause confusion for the campus community. If you are a group owner, it may be helpful to delete groups that may be duplicates.

If you encounter any issues or would like a new group to be created, please submit a ticket to servicedesk@pugetsound.edu.

Not automatically. Please see common configuration steps on our getting started with Gmail page to learn how you can re-create your email signature, create rules to filter emails, and modify other settings.

Shared/departmental email addresses (e.g. admission@pugetsound.edu, servicedeskstudent@pugetsound.edu) have become Google Groups. Please visit Getting Started with Google Groups.

Student email accounts are deactivated per the Accounts Policy and migrated to alumni email accounts after graduation. Alumni accounts are staying in Office 365. Please contact the Office of Alumni & Parent Relations for more information.

Gmail has a maximum message size of 25 MB. This limit encompasses both the content of the message and the attachments.

Please review Google’s documentation on sending limits in Gmail.

Please see the webpage about Google Workspace Marketplace Add-Ons for more information. At this time, only allowed add-ons can be installed to Google Workspace.

There are many resources in the Google Workspace Learning Center, to help you use Google applications.

Students receive 10 GB and Faculty/Staff receive 20 GB storage for Google Drive, Gmail, and Google Photos. Please see the Space Allocation Policy for more information.

In all educational domains, ads are turned off for Google Workspace for Education services. Google Workspace for Education users don’t see ads in Google Search when signed in with their Google Workspace for Education accounts.

High Risk Data may not be placed in any Google app. This includes, but is not restricted to:

• Patient health information
• Export control information
• Social Security numbers
• Financial account numbers
• Driver’s license numbers
• Health insurance policy ID numbers
• Credit card numbers

Yes. Google Workspace for Education core services comply with the Family Educational Rights and Privacy Act (FERPA). Avoid putting FERPA related material, including student identification or grading information, within a shared document or Drive.

Yes. We contractually require that schools using Google Workspace for Education get the parental consent required by COPPA. Our services can be used in compliance with COPPA as long as a school has parental consent.

The Google Workspace for Education Privacy Notice describes how Google collects and uses information with Google Workspace for Education accounts. As stated in this Privacy Notice, Google does not use any user personal information (or any information associated with a Google Account) to target ads.

The Core Services are provided for educational use under the Google Workspace for Education Terms of Service and Data Processing Amendment.

As detailed on the Additional Services page, most Additional Services are governed by the Google Terms of Service and Privacy Policy, and some Additional Services also have service-specific terms.