Google Apps

Google Applications

The following Google Apps are provided by Oregon State University for all OSU students, employees and other active, non-student ONID accounts. All University policies, including Acceptable Use Policies, apply to all use of Google Apps for OSU. Account support is provided by the OSU Computer Helpdesk.

Google Apps for OSU login portal

Learn More About Google Apps

For basic help, use the links at left. For more advanced learning, the Google Apps Learning Center is a great resource for learning about all the Google apps.


Learn more about the security and privacy of your data stored within Google Apps for OSU by reading the Privacy, Security & Prohibited Data statement.

Google Mail

Google Mail

Google Drive

Google Drive

  • Docs, spreadsheets, presentations, more
  • File sharing and collaboration
  • Unlimited storage
  • Help for Google Drive
Google Calendar

Google Calendar

Google Groups

Google Groups

  • Communicate with groups of people using email or online discussions
  • Web Forum and Collaborative Inbox facilitate project teams and student organizations
  • Help for Google Groups
Google Sites

Google Sites

  • Build a website without writing code
  • Collaborate with a team
  • Very limited storage space
  • Help for Google Sites

(Application) Google Mail

What is Google Mail?

Google Mail is an online service that allows you to send and receive email, instant message, and even video chat with your friends and colleagues. 

For a list of features and Google provided walkthroughs of Google Mail you can visit the Google Mail support page.

Anyone with an ONID account, here at Oregon State University, can access Google Mail.

How do I access it?

You will be able to access Google Mail by going to the Google Apps for OSU login portal. If you are already logged in to Google Apps for OSU but are using a different app, you may click Mail at the top of any Google Apps for OSU page.

What helpdocs exist for it?

We understand this program can be confusing to some users, so we have created a few helpdocs for anyone who needs them! Click on any of the following articles to get help:

(Google Mail) Forwarding Emails

Forwarding Emails

To forward an individual message:

  1. Open the appropriate conversation and select the message you want to forward.
  2. Click the Forward link in the box below the message.
  3. Enter the email address(es) to which the email should be forwarded, and add any additional text you want in the message field. If the message has attachments, you can choose not to forward them by scrolling to the bottom of the message text and clicking the x where the attachment is listed.
  4. Click Send.

To forward an entire conversation:

  1.  Open the appropriate conversation.
  2. Click on the More button in the toolbar above your messages and select Forward all

Forwarding an entire conversation will add all messages from a conversation into a single message. Each message will be clearly marked and listed in chronological order, from oldest to most recent.

(Google Mail) Hiding Tabs

Hiding Tabs

Have you recently missed email messages from friends, teachers, or advisors? We can help! Google shows a tabbed interface by default in Google Mail, but individuals have the ability to customize this configuration and ensure that messages show up where you expect them to be.

To ensure that you don't miss any messages, you may use the instructions on this page to:

  • Disable all tabs in Google Mail and have just one Inbox
  • Hide just one tab in your Google Mail
  • Re-enable any tab you have previously hidden

If you wish to use the tabs in Google Mail, here's a reference for learning how to use mail tabs effectively.

How to hide (or show) tabs in Google Mail

  1. Open Google Mail in Google Apps for OSU.
  2. Click the gear icon Gear icon in the upper right, then select Configure inbox.
  3. Uncheck the boxes of the tabs you do not want to see or check the boxes of the tabs that you do you want to see.
  4. Click Save.
select tabs

(Google Mail) Replying to Emails

Replying to Emails

To reply to a message:

  • Click in the box below the message and type away 
  • Or, you can click the arrow icon in the top right corner of the message you received

If there are multiple recipients of the message and you want to respond to all of them:

  • Click Reply to all in the box below the message and begin typing
  • Or click the down arrow next to the Reply button and select Reply to all

If you'd like Reply to all to be your default option:

  1. Click the gear icon and choose Settings
  2. Locate the Default reply behavior setting to change the option.
  3. Click Save Changes at the bottom of the page. You can still choose to reply to just one person in each message, but Reply to all will be the first option.

When you reply, the previous text from the rest of the conversation can be seen by clicking the Show trimmed content icon.

(Google Mail) Saving Drafts

Saving Drafts

As you write a message, Gmail automatically saves a draft of it. This way, you can always step away from your inbox and finish a message later.

If you want to find a draft of a message you were in the middle of writing:

  • Click Drafts along the left side of any Gmail page 
  • Or go to the Labels tab in your Settings, then click the show link next to the Drafts label

If you no longer need your draft, just click the Discard draft icon at the bottom of your compose window icon.

You can also discard any old drafts by clicking your Drafts label, checking the box next to the messages you'd like to delete, and clicking Discard drafts near the top of the page. Your draft will be permanently removed.

(Google Mail) Sending Emails

Sending Emails

  1. Click the Compose button on the left side of your Mail page.
  2. Type your recipient's email address in the To field.
    • As you type a recipient’s address, Mail will suggest addresses from your Contacts list using auto-complete.
    • Once you've entered a contact in the To field, hover over the contact’s name to see the email address and other information associated with it. Double-click a contact’s name to edit the email address or name.
    • We suggest using the carbon copy feature when you'd like to include additional recipients whose responses are welcome but not required. Display this field by clicking Cc. The blind carbon copy field (click Bcc to display) lets you hide recipients' addresses and names from one another.
  3. Enter a subject for your message in the Subject field.
  4. Write your message! Just click in the large field below the subject line and type away.
  5. When you're done composing, click the Send button at the bottom of your compose window.

(Google Mail) Setting up Email Forwarding

Setting up Email Forwarding

Here's how to forward messages automatically:

  1. Login to Google Mail via Google Apps for OSU at
  2. Click the gear in the top right.
  3. Select Settings.
  4. Click the Forwarding and POP/IMAP tab.
  5. From the first drop-down menu in the "Forwarding" section, select 'Add a Forwarding Address.'
  6. Enter the email address to which you'd like your messages forwarded.
  7. For your security, we'll send a verification to that email address.
  8. Open your forwarding email account, and find the confirmation message from the Google Mail team.
  9. Click the verification link in that email.
  10. Back in your Google Mail account, select the 'Forward a copy of incoming mail to...' option and select your forwarding address from the drop-down menu.
  11. Select the action you'd like your messages to take from the drop-down menu. You can choose to keep Google Mail's copy of the message in your inbox, or you can send it automatically to All Mail or Trash.
  12. Click Save Changes.

You also can set up filters to forward messages that meet specific criteria. You can create 20 filters that forward to other addresses. You can maximize your filtered forwarding by combining filters that send to the same address.
Note: While multiple email addresses can be added to the forwarding address drop-down in the Forwarding and POP/IMAP tab, Google Mail can auto-forward mail to only one address at a time. The address that is shown in the drop-down and has '(in use)' next to it, is the address that mail is forwarded to. You can use filters to forward mail to multiple addresses.

(Application) Google Drive

What is Google Drive?

Google Drive is a cloud storage service that provides each account unlimited storage. Since your data is saved to Google's servers, you can access your files anywhere you have an internet connection. You can upload documents, presentations, pictures, videos, and anything else you may need.

NOTE: Standard image, video, and text file types are supported by Google Drive. You can view the same files as you can using Microsoft Word, Excel, PowerPoint, Adobe Reader, and many others including .ZIP and .RAR file types. A full list of the file types can be found here.

How do I access it?

Access Google Drive via the Google Apps for OSU login portal. If you are already logged in to Google Apps for OSU but are using a different app, you may click Drive at the top of any Google page.

What helpdocs exist for it?

We understand this program can be confusing to some users, so we have created a few helpdocs for anyone who needs them! Click on any of the following articles to get help:

(Google Drive) "Request to share" Emails

"Request to share" Emails


Every folder and file in your Google Drive space can be shared with other users through a link. Whenever someone tries to access this link on an account that doesn’t have permission, they will have an option to request access from you. This option sends you an email like the one shown in the photo.

You can give them access to the material here or simply ignore the email to deny them access. If you believe that you have already shared the material properly, then you should have your users make sure they are using the proper accounts.

(Google Drive) "You need permission" Warning

"You need permission" warning in Google Docs/Drive

If you’re getting this warning when you try to open a link, it means that you don’t have permission to access this file or folder.

If you believe you have permission, double check what account you are signed in as.

If you are signed in as the wrong account, hit the Switch accounts button to login as the correct one. If you actually need permission, hit the Request access button instead. This will send an email to the owner of the shared material requesting permission to the account you are current signed in as.



If you are trying to use a personal account and not a Oregon State account, please refer to:

(Google Drive) Creating Files

Creating Files

Create Button

To create a file, click the red "Create" button (labeled as 1 in the screenshot). This option allows you to create folders, text documents, presentations, spreadsheets, forms, drawings and more! Simply choose the file type you wish to make.












(Google Drive) Downloading Files

Downloading Files

To download a file that is saved on the Drive:

  1. Check the box of the file/files you wish to download
  2. Click on the More button
  3. In the drop down menu, click Download.


(Google Drive) How to Export a Google Doc to PDF

How to Export a Google Doc to PDF

  • Someone needs to convert a file to a PDF for easy readability across all platforms 
  • Someone wants to print through the web to OSU Beaver Prints system.
  1. Type in your URL and press enter. Sign in with your Google account. Select a document that you wish to download as a PDF and open it.
  2. Click on your newly uploaded document and select "Open With" and then select "google docs"

  3. Go to “File”, next click “Download as” and finally choose “PDF Document”.Select download as to save as a PDF
  4. It should download into your Downloads or it will have an option to save into your desired folder. Find the file in the folders and open up your PDF to make sure it will successfully open.Saving the file to the proper location

(Google Drive) Sharing Files

Sharing Files

Sometimes you will want to share your file with another person:

  1. Check the box of the file/files you wish to share
  2. Click on the More button
  3. In the drop down menu, hover over Share, and then click "Share..." in the new menu
  4. Add the people with whom you wish to share the document. In the "Invite people" section of the panel, type their name (if they are an OSU student or employee) or their email address. (note: these persons must have Google accounts to see the file you share.)
  5. By default, you are prompted to send an email to persons with whom you are sharing. Alternatively, uncheck the "Notify people via email" box and, instead, copy the "link to share" URL at the top of the sharing settings menu and send that to your collaborators.
  6. Click Done

(Google Drive) Tips & Tricks

Tips & Tricks

Here are tips and tricks for the web browser interface for Google Drive.

Here's the basic Google Drive interface in a web browser.

basic Google Drive interface in a web browser

Organize your content into folders. Click the "Create" button, then click Folder. You can also create a folder inside another folder (this is called nesting).

organize your content into folders

Identify your folder collaborators. Within a folder, hover your mouse over the collaborator icons to see the person's name and their sharing privileges.

identify your folder collaborators

Little arrows hide things! Click on them to find menus and files.

Little arrows hide things

Customize your Upload settings. Remember that files saved in the Google format do not count against your 30 GB quota.

upload settings

Click the button that looks like 9 squares to reveal the other apps you can access. You won't need to enter your username and password all over again.

How to access other Google apps

(Google Drive) Uploading Files

Uploading Files

Create Button

If you wish to upload a file or folder from your local computer, click the red "Upload" button (labeled as 2 in the screenshot) and select the files or folders you wish to add to the drive.











(Application) Google Calendar

What is Google Calendar?

Google Calendar is a time-management web application that allows you to view and organize your schedule across multiple devices, share your calendar with others, and much more.

Anyone with an ONID account, here at Oregon State University, can access Google Calendar.

How do I Access it?

You will be able to access Google Calendar by going to the Google Apps for OSU Login portal.  If you are already logged into Google Apps for OSU but are using a different app, you can click Calendar at the top of any Google page. 

What helpdocs exist for it?

We understand this program can be confusing to some users, so we have created a few helpdocs for anyone who needs them! Click on any of the following articles to get help:

(Google Calendar) Accessing From an Android

Accesing from Android

Google calendar can also be accessed through an Android device. This feature allows you to take Google Calendar on the go that way you can always keep in touch with your calendar, even when you are not at your desktop! 

Follow the instructions to sync Google Calendar using the default calendar offered by Android phones:

  1. From any Calendar screen, touch Menu > Calendars to display.
  2. To select calendars to be synched to your phone, touch Calendars to sync at the bottom of the screen.  Here you can view all calendars that are available for syncing and display, grouped by each of your accounts. 
  3. When you’re done, touch OK.




(Google Calendar) Accessing From an iPhone

Accessing From an iPhone

Google calendar can also be accessed through an iOSx device. This feature allows you to take Google Calendar on the go that way you can always keep in touch with your calendar, even when you are not at your desktop!

Follow the instructions to sync Google Calendar using the default calendar offered by iOSx phones:

To start:

  1. Open the Settings application on your device's home screen
  2. Open Mail, Contacts, Calendars
  3. Select Add Account
  4. Select Gmail
  5. Enter your account information:
  • In the Name field, enter your name as you'd like it to appear to others
  • In the Email field, enter your full Google account or Google Apps email address
  • In the Password field, enter your Google Account or Google Apps password
  • In the Description field, enter a description of the calendar (e.g. "Personal Calendar")
  • Select Next at the top of your screen
  • Make sure the Calendars option is turned on.

After you've completed setup, open the Calendar app on your device. It will being syncing automatically.

(Google Calendar) Adding an event

Adding an Event

Creating a Calendar event is a fundamental part of using Google Calendar. Without creating calendar events, why both using Google Calendar?


  • Click on Create in the left column of your calendar.
  • This will bring you to a page where you can enter as much information as you would like about your event.
  • ON this page, you can also add guests, change a reminder setting, and publish your event to other users.
  • Once you’ve entered the appropriate information and selected the desired settings, make sure to click Save.

(Google Calendar) Changing Permissions

Changing Permissions

When you invite people to your calendar, you may to change whether certain users can create, edit, or view items created in it.

You can grant several different levels of permissions to view and change the calendar you just shared. Follow the steps below to do so.

  1. Click the down-arrow to the right of a calendar and choose Share This Calendar.
  2. Under the Share with specific people section, go to the email address of the individual you want to change their permission settings.
  3. To the right of their email address, under the Permission Settings section choose the drop down tab
  4. From there you can allow them to: “See all event details (Default)”, “Make changes to events”, “Make changes and manage sharing”, and finally “See only free/busy (hide details)”
  5. Then click Save.
  6. Anyone that you shared the calendar with will get an automated email informing them of the permissions change. 

(Google Calendar) Creating Appointments

Creating Appointments

In some cases, it is easiest to create a period of time in your calendar to meet with an unknown number of people (such as advising appointments) then have people sign up for portions of that time.

To create appointments in which others may sign-up for time spots:

  1. Log into your Google Calendar
  2. Click whichever day and time you wish to make the appointment (you can change this later)
  3. Choose “Appointment Slots” on the pop-up that appears from the two tab options (“Event” and “Appointment Slots”)
  4. Click “Edit Details” and select the calendar you wish to add this appointment to
  5. Add a title, you may also change the time block in here to accurately reflect the appointment length
  6. If this is an appointment you wish to have more than once (Weekly office hours for example) you may check the box next to “Repeat”. From there you’re able to choose how often the event will occur
  7. Click "Save" after reviewing all your settings to post your appointment

(Google Calendar) Customizing Reminders

Customizing Reminders

Google Calendar offers different options for receiving event reminders. You can choose to receive your event reminders via SMS messages, emails or popups within Google Calendar itself.
Here is how you can customize your reminder settings:

  • In the calendar list on the left, click the down-arrow button next to the appropriate calendar, and then select Reminders and Notifications.
  • In the Event reminders section, select the reminder method from the drop-down menu and enter the corresponding reminder time (Between five minutes and four weeks).  If you’d like to add additional default reminders, simply click Add a reminder. 
  • You can also choose to be notified of specific activities on the calendar by selecting the appropriate options in the Choose how you would like to be notified section.
  • Click Save

(Google Calendar) Exporting into Outlook

Exporting Calendar into Outlook

If you use an Microsoft Outlook to keep track of your online calendars, and would like to have your Google Calendar sync with it, listed below is a step-by-step guide on how to set it up.

  1. Go to and click on Google Calendar
  2. Log in with your ONID account
  3. Once logged in, expand My Calendars on the left hand side of the screen
  4. Hovering over the calendar labeled with your name, there should be a box with a triangle in it. Click the triangle.
  5. When options appear from clicking the triangle, click Calendar Settings
  6. Once on the settings page, scroll down to Private Address:
  7. In Private Address, there should be an icon labeled ICAL
  8. Once you click ICAL a web address for your calendar will show up. Copy this address.
  9. Open up your Microsoft Outlook application
  10. Click on Calendar in the lower left corner of the window
  11. Once your calendar is open, look for the Home tab up toward the top and make sure it's selected.
  12. After you've verified that the Home tab is open in your Outlook Calendar, select Open Calendar
  13. Selecting Open Calendar will provide a drop down menu of several more options, click From Internet...
  14. Paste the ICAL web address you copied earlier into the popup and press OK.
  15. A new window will popup will show asking Add this internet calendar to Outlook and subscribe to updates? Click yes.
  16. Once you have approved the calendar by clicking yes, it will ask for some credentials. Please put in your ONID credentials and press Accept(?)

(Google Calendar) Exporting/Importing Exchange Calendar

Exporting/Importing Exchange? Calendar

If you have an Microsoft Outlook Exchange account and would like that associated calendar to be in sync with your Google calendar, please read the following step-by-step guide.

To sync all events:

Before you begin:

If you are on Windows PC: Open up your Microsoft Outlook program

If you are on a Mac OS X PC: Go to

  1. Click on Calendar in the lower left corner
  2. You should see all your calendars in front of you. On the left side of the window, you should see the list of calendars and their names. Under My Calendars, right click the one you wish to add to your Google account.
  3. After right clicking your chosen calendar, right click, go Share > Publish This Calendar (Publish This Calendar to the Internet)
  4. A new window will pop up. Select the options for which best suit you. 
  5. When complete, press Start Publishing in the lower right corner.
  6. A couple of urls will show up for you to copy. Find the one that ends in .ics and copy that whole url.
  7. Go to Google Calendar
  8. When logged in to view your calendar, go find Other Calendars on the left side of the window
  9. After finding Other Calendars, there should be a box with a triangle in it to the right of the text. Click that box and find "Add by URL".
  10. A popup will show up. In this popup, you want insert the .ics URL from your Outlook here.
  11. Press Add Calendar below.

If you would like to stop publishing your calendar and no longer receive updates to your Google Calendar you can follow these directions:

Export a range of events:

In your Outlook calendars,

  1. Select a calendar to make it the active calendar in the view.
  2. On the File menu, click Save As.
  3. Type a name for the iCal file in the File name text box. This name should be something you can remember easily.
  4. A summary of the calendar and its dates will be next to More Options. If all the fields are set to what you desire continue to G, otherwise go on to D.

  5. Click More Options.
  6. From the Date Range list, choose the amount of calendar data to include in the iCal file, or click Specify dates to enter a custom date range.
  7. From the Detail list, choose the amount of detail to show the recipients. By default, the Availability only option is selected. None of the options include your items marked private unless you change the privacy option in Advanced.
  8. Click OK and then click Save.
  9. Log onto your Google Calendar account.
  10. Click Settings at the top of the page.
  11. Under Calendar Settings, click Import Calendar.
  12. Under Step 1: Select File click Browse, select the Google Calendar where you want to import your Outlook calendar.
  13. Under Step 2: Choose Calendar select the Google Calendar where you want to import your Outlook calendar.
  14. Under Step 3: Complete Import, click Import.

(Google Calendar) Importing Class Schedules

Importing Class Schedules

You can import your class schedule into Google calendar by downloading the .ics file from MyOSU!

To download the ics file:

  1. Go to
  2. Sign in with your ONID account
  3. On the main page, in the bottom left corner, find the "Online Services" module
  4. Click on the Banner Self-Service folder
  5. Click on the Registration folder
  6. Click on the Download vCalendar/iCalendar Schedule File link

Now that you have the ics file, it is time to import it into Google Calendar

To import the ics into Google Calendar:

  1. Go to
  2. Click on Google Calendar
  3. Sign in with your ONID account
  4. Click on the drop down arrow next to "Other Calendars"
  5. Click on "Import calendar"
  6. Click "Choose File"
  7. Select the ics file you downloaded earlier

Your Google Calendar should then import all of the courses day, time, and location into your calendar. From there, you can import your calendar into your phone so that you get daily reminders to go to class! 

(Google Calendar) Notification Settings

Customizing Notification Settings

Google Calendar allows you several different options for event reminders. Here’s how to customize your notifications settings:

  1. In the calendar list on the left, click the down-arrow button next to the appropriate calendar, then choose Reminders and notifications.
  2. In the Event reminder section, select the reminder method (Pop-up, email,) from the drop-down menu and enter the corresponding reminder time. If you’d like to add additional default reminders, simply click Add a reminder.
  3. You can also choose to be notified of specific activates on the calendar by selecting the appropriate option in the Choose how you would like to be notified section.
  4. If you’d like to receive notifications by text message, look at the bottom of that page a choose Set up your mobile phone to receive notifications.
  5. Click Save.

Here is an example of what a Pop-Up from Google Calendar looks like:
Here is an example of what a email notification from Google Calendar looks like: 

(Google Calendar) Sharing a Calendar

Sharing a Calendar

With Google Calendar you can control who can see your calendars and events. When you make your calendar public, the events on that calendar are public as well meaning that people can search for it and find it in a variety of ways, including via Google Web search. 

To share your Google Calendar follow these steps:

  • In the calendar list on the left, click on the down-arrow button next to the appropriate calendar, then select Share this calendar.
  • Select, Make this calendar public.
  • Unless you only what to share with specific people, then add them to "Specific People"
  • If you don’t want others to view the details of your events, select see only free/busy (hide details).
  • Click Save.

If the user does not have Google Calendar, what you can do from here is:

  • Click on the Calendar Details tab
  • Scroll down to Calendar Address
  • Click on HTML
  • Send this URL to the user via a chat message or email

More information can be found at the following link,

(Google Calendar) Updating You Calendar via SMS

Updating You Calendar via SMS

Out of the office and need to update your calendar? Google Calendar allows for text message updating of your calendar.

  • If you want to add an event send a text message to “GVENT” (48368) with the information about the event such as “1pm meeting in Valley Library” and it will be placed in your Google Calendar and you’ll receive a text message confirming its addition.
  • If you’d like to see what events you have going on today send the word “day” to “GVENT” (48368). You’ll receive a text message response containing all of your scheduled events for today.
  • Text “next” to “GVENT” for your next scheduled event, or “nday” for all your events scheduled for tomorrow.

(Application) Google Groups

What are Google Groups?

Google Groups gives easy access to online discussions through mailing lists or online forms. It is great for use by project teams or groups of student organizations.

Anyone with an ONID account, here at Oregon State University, can access Google Groups.

How do I use them?

To start using Google Groups you need to join a group. After joining a group, you can make posts to a forum, which then emails everyone else that is in the group. You can also utilize question and answer forums, which are helpful for class groups.

What helpdocs exist for it?

We understand this program can be confusing to some users, so we have created a few helpdocs for anyone who needs them! Click on any of the following articles to get help:

(Google Groups) Naming Conventions

Naming Conventions

Naming conventions may change over time. Group names are limited to lowercase letters (a-z), numbers (0-9), a dash (“-“), and a period (“.”). The delimiter between components is underscore ("_").

Stems can serve both as the name of a group and as a base for another group. For example, you can have a group called osu_partners and a group called osu_partners_foo.

There are 4 different group types and naming conventions associated with each one. Below are the different group types and their respective naming conventions.


All of these start with “u” and is followed by an ONID name. For example “u_morgan” where “morgan” is the ONID username of the person the group belongs to. If the person wants to create more groups, the naming convention of the other groups would become “u_morgan_friends” or “u_morgan_ext-contacts.”

OSU Affiliation/Organization

Groups affiliated with OSU will start with “osu.”  The second part will depend on the type of organization. For example, “osu_students” is a group whose members have the affiliation “student.” One source of affiliation names is the eduPersonAffiliation attribute defined in the eduPerson specification.  Other affiliation names might be added locally at OSU.

As a general rule names under this stem will correspond to DNS subdomains under that have been delegated for organizational use.  For example, if a fictional OSU organization "Pavement Science" has an existing DNS subdomain "", then “osu_pavesci” could be a stem delegated to that organization, and “osu_pavesci_admins” or “osu_pavesci_postdocs_third-year” could be groups under that stem.

Academic Course Naming Convention

All courses will start with “course” as the stem. The structure of the rest of the name will follow the pattern of “subject + "-" + courseNumber + "-" + sectionNumber + "-" + term”

So Math 100 Section 001 for spring 2013 would appear course_mth-100-001-S2013


There may be existing practice where centrally-managed groups are named with names that do not conform to the scheme defined in sections 3 and 4.  There may also be cases where applications require group names that do not conform to this plan, but it is still appealing to manage such groups centrally.  In these cases exceptions may be granted.  Such group names must still conform to the base OSU NetID syntax.  Groups named with exceptional names should still benefit from participation in group management and use operations.  Such names do not participate in the hierarchical naming scheme, however; that is they are not used as stems.  For example “xyz-team” or “superdupergroup” might be exceptional group names.

(Google Groups) Management

Regular Groups vs Oregon State Groups

There are two different ways you can create a Google group. You can request an official Oregon State Google Group or you can create a regular Google Group. An official Oregon State Google Group will have and regular Google Groups will have a You can set your own Google Group up using the directions found here. To create an official Oregon State Google Group, you need to request one using the request form.

Configuring Google Groups

When configuring your Google Group, you have 4 different groups types you can select. The different groups are:

Email list

An email list allows users to post from the web or through email. This group type is common in organizations where a single email alias is desired to communicate to a certain group of people using email.

Web forum

A web forum allows people to interact with the group and have engaging and interactive discussions on the web. It has web optimized features enabled including moderation tools. Group members post topics and replies through the web interface, but can still receive updates via email. This group type is similar to the online web forums found on many web sites.

Q&A forum

A Question and Answer Forum is a web forum with extra features enabled to support the experience of asking and answering issues. Topics can be marked as resolved or be rated by users. In addition, you can use categories to organize questions within the forum. People must post through the web interface, but can still receive updates via email. This group type is similar to the online help forum.

Collaborative inbox

Topics can be assigned to other members and treated as tasks which can be resolved or reassigned. A collaborative inbox allows members of a group to manage the workflow state of topics within the group. These groups have specific features and permissions set. If you choose to not use these features, they will need to be disabled individually.

Set basic permissions

The Basic permissions section contains the most fundamental permissions for a group. These permissions are presented when creating a group or by clicking on the Manage button within the Topics screen, expanding the Permissions section on the left-hand side, and clicking on Basic Permissions. Refer to Understanding permissions for information on permissions in Google Groups. Basic permissions follow:

View topics

Click on this menu if you want to change who can read group posts. By default, Anyone (members and non-members) can view a group’s content.


Click on this menu if you want to change who can post messages to the group. By default all members of a group can post to the group.

A private group is a group where "All members of the group" is selected from the first menu in this section, "Only invited users" is selected from the second menu in this section, and "All members of the group" is selected from the third menu in this section.

A public group is a group where anyone can contribute to group topics and posts but only members can create new topics and post. Public groups are also open for anyone to join.

Join the group

Click on this menu if you want to change how people join the group. By default, Anyone can ask to join a group, requiring a user with administrative permissions to approve each new member.

(Google Group) Directly Adding Users

Directly Adding Users

  1. Click on the list you want to edit
  2. Select Members in the left side menu
  3. Choose "Direct add members" in the list under Information
  4. Enter the email address of the people you'd like to add to the group
  5. Click Add


(Google Groups) Allowing People Outside OSU to be Added

Allowing People Outside OSU to be Added

If you'd like to add people with personal accounts to your OSU Google Group, you need to do the following:

  • Sign into Oregon State's Google Group portal
  • Upon looking at your list of groups, click Manage below the title
  • Once you're in the management page, expand the Permissions tab on the left
  • After Permissions have expanded, click Basic permissions
  • On the Basic permissions page, check the box next to Allow members external to this organization


That's it! Now people outside of Oregon State can now participate and interact with the group.

(Google Groups) Joining a Google Group

How do I join a group?

The owner of the group will either make a public group, or will have to send you an invitation to the group.  If the group is public, you can just find the group under “Browse Groups”. This will allow you to pick a group from a list and be a member of that group.

If you receive an invitation you can click on the “accept this invitation” button which will then put you in the group. You will then be notified of group activity after that point, and you can now make your own posts to the group as well.

(Google Groups) Making Posts

How do I make posts to a group?

After you have been added to a group, you are then able to post to the group. You can get on to the group by clicking on the “My Groups” button from the groups home page. Once you are there, it will say that you are a member of a group in another organization. Click on show then, click on the group that you would like to make a post to. After that, you can hit the “New Topic” button.

From there, you are able to make a post that others in the group are able to see. If you would like to reply to a post, you can click on the post you would like to reply to, and hit “Post Reply” or click on the arrow next to the name of the person you would like to reply to (both pictured below). After that the person will then get your reply and others can see it as well. 

How do others post to a group?

Sometimes users will encounter an issue where when they post a new topic in a group, the topic is not created and automatically archived. A user may receive "New messages in this group will not be shown because archiving is disabled. Messages will be delivered via email only." shortly after attempting to post their topic.

To resolve this issue, you must enable archiving.

In order to enable archiving on your Google Group: (You must be on the group you want to fix)

  • Go to Setting Icon (Gear) and select the Group Settings at the bottom
  • Expand the "Information" Selection
  • Click on the option "Content Control"
  • Check the box to "Archive Messages to the group"
  • Click the blue save button

(Google Groups) Notifications

How do I control my notifications?

You can control the ammount of notifications that you have through the group settings page. This will allow you to recieve less or more emails about group activities. You might want to change these settings if the group is busy and you want to only be notified once about everything, instead of one email per post. 

To change these settings, click on the group settings icon (pictured to the right) and then click on the drop down box below where it says:

"Use for this group with the following settings:" From here you are able to select how often you would like to recieve the messages. Or you can set it to never notify you of updates to your group. 

(Google Groups) Viewing the List of Group Members

Viewing the List of Group Members

If you are the manager of a Google Group but cannot view the entire list of group members, then the permissions are set incorrectly. Please go through the following steps:

  • Go to the Oregon State Google Portal
  • Click on Google Groups
  • Here you will see a list of groups of which you are either a member or a manager.  For any group that you are a manager of, you will see (Manager) beside the group name
  • Click on the Group that you are managing
  • Click the Manage button at the top right of your screen
  • On the left side of your screen, expand Permissions and then click Moderation permissions
  • In the section, Modify Members, click the button Select groups of users and check off Managers of the group.

    *Now, not only will managers be able to view their group members, but they will also be able to remove and change roles of members!
  • Be sure to click the Save button at the top of the screen.

(Application) Google Sites

What are Google Sites?

Google Sites is a service that allows you to create a custom website for a class, club, organization, or interest. You will be able to access Google Sites by going to the Google Apps for OSU login portal. If you are already logged in to Google Apps for OSU but are using a different app, you may click Sites at the top of any Google page or click here.

Where do I start?

To get started, click the red Create button. This option allows you to choose the template and theme of the website you’re going to create.


Once you’ve chosen a Template, Theme, and Name for your site, you may begin to customize, and add pages to your website with the Edit and New Page buttons at the top left corner of the screen.


How do I share my Website?

To publish your website click the blue Share button with the world icon. This will give you the URL that other people need to access your website.


For more information on how to build your site:

Please visit the Google support page for Sites for more information:

If you didn't find the answer to your question here, please visit our FAQs page.

(Application) Google+ Profiles

What is Google+?

Google+ is Google’s social and sharing product that enables people from all backgrounds to start conversations, share experiences, collaborate on projects, and form new communities.

How do access

You can access your Google+ profile by signing in with your ONID email address at You may already be signed into a Google account, but you can confirm you're on the right account by clicking on your profile in the top right corner, then making sure your Oregon State University email is selected.

What helpdocs exist for it?

We understand this program can be confusing to some users, so we have created a few helpdocs for anyone who needs them! Click on any of the following articles to get help:

(Google+) Accessing Settings

Accessing Settings

Once you have logged into your Google Apps for OSU account and entered Google+, you will see a box in the upper left hand corner of the page, under the Oregon State University logo. If you hover over the button and click Settings, it will take you to the settings page. Note: the button that says Home in this photo may also say Profile, People, Photos, etc. 

Hover over or click this: Image preview 

Then click this: Image preview

(Google+) Changes to Profile

Changes to Google+ Profile

When you create a Google+ account through Google Apps for OSU, you can include additional information about yourself. Here's a brief overview of how editing your Google+ information can affect your Google Apps for OSU Directory profile.

Google pulls info in to Google ONID directory depending on your security settings set in Google+. If you set the privacy to Public or Oregon State University, the information may become visible in your Directory profile. If you set something (like phone numbers) to Only You, they will be visible when you view your Directory profile, but not visible to anybody else.

Click here for instructions on how to access your Google+ security settings.

If you want to know what privacy options are available, click here.

If you want more information about Google+ and the Google Directory through Google Apps for OSU, you can find the Oregon State helpdoc here.

(Google+) Directory Information

OSU Directory Information Published on Google

OSU publishes an Online Directory that includes contact information for all students and employees. Your directory profile in Google Apps for OSU shows the same profile information as the directory on the OSU website. You may control which profile data are published; just login to Online Services, click on the Personal Information tab, click on the Directory Profile link, and follow the instructions for updating your profile.

The fields that are provided by default are:

  • Name
  • ONID email address
  • Department
  • Primary affiliation
  • Department and office addresses
  • Your ONID username
  • Any phone numbers you have allowed it to display

Students who do not want information to be included in either the printed or electronic version should indicate that in their Directory Profile on the web before the end of the second week of fall term. Just sign on to Online Services, select Personal Information, then Directory Profile, and follow the instructions on that page.

Controlling Optional Information from a Google+ Profile

If you complete the Google+ registration for your Google Apps for OSU account, you have the option to enter additional information about yourself. Please be aware that any information you choose to publish to your Google+ profile will be visible and available on your Directory Profile in Google to any people you've added to your Google Circles. You can also choose to make your Google+ information available to all of OSU or to the public.

However, you are not required to include any additional information on your Google+ account and you have total control over who can see any additional information that you choose to add. OSU advises you to think carefully before deciding to release this information to either your Google+ Circles or to the public.

The optional information you can add to your Google+ profile and Directory Profile include:

  • Gender
  • Birthday (Month and Day, but year is optional)
  • Relationship Status
  • Other Names (alias)
  • Links (Other profiles, Contributor to, Links)
  • Education Information from Google+ (Overwrites Employment Information)
  • Employment Information from Google+ (Title, Company, and Description)
  • Your Online Status

Here is an example of what your directory profile might look like before and after you add information to your Google+ profile:

When you see the building icon (shown below) and it is clickable, it will take you to the person's Google+ profile.

directory profile

Your public (external to OSU) Google+ profile may look different, depending on your security settings, below is an example of what may be visible. All of the information about you on this page can be edited and individually set to varying levels of privacy.

What your Google+ profile looks like when you view it as yourself:

(Google+) Signing up

Signing Up

There are two ways to do this:

  1. Click on the drop down arrow next to your email address in the upper right-hand corner of the Gmail interface.  If you haven’t already signed up for Google+, there should be a blue button that says Join Google+.
  2. Click on that same drop down arrow and click on Account. You will be redirected to a new page with an option to Upgrade to Google+.

(Google+) Viewing Profile As:Public

Viewing Profile As:Public

When editing your Google+ profile through Google Apps for OSU, you may want to see your profile as the public sees it, to make sure you don't have any unwanted information publicly visible. Here's how you can do that.

In the upper left-hand corner of your profile, you will see a drop-down box that says Profile, followed by some text that says View profile as: Yourself. If you click on the arrow, you can then select Public. You can repeat this process in reverse to return to viewing your profile as yourself.

(Google) Personal Copy

Taking a Personal Copy of Google

You'll want to make sure you change the owner of the document before you leave.  If you don't, nobody will be able to access these documents once your ONID account gets deactivated. For information on how to do this, please click here.

If you have any emails or documents you want to keep:

You should download a copy of these documents, because once your ONID account gets deactivated, you will no longer be able to access them. You can do this by creating a Google Archive.  This will be stored in the cloud, and can be downloaded later for access to files and emails.  As noted on the archive creation page, these can take a long time to be created, depending on how much information you are trying to keep.  Please be aware that they can possibly take days to complete, if you are trying to create an archive of your entire account.

1. If you download emails, these will have to be imported into an email client such as Thunderbird. Mac Mail, or Netscape; Microsoft Outlook does not support this file format. If you wish to use Outlook with your Google Apps for OSU archived email, you will have to download an application to convert the file format from .mbox to .pst.

2. The rest of your archive will be downloaded in other formats to interface properly with different applications. Documents from your Drive will be downloaded the same way they always have been. 

So how do I create an archive

1. Go to

2. Click Create an archive

3. Select which items you want to download. Please note that the more items you select, the longer it will take to create the archive.  You can do this by selecting and de-selecting the check boxes on the left-hand side of each Google product.

4. Edit any download preferences you have, such as file types to download from your Drive or which Mail filters you would like to keep. These options can be found by clicking the blue Edit button to the right of each Google product that you've selected to include in the archive.

5. Make sure you've clicked the blue Done button on each category you've edited, and then click CREATE ARCHIVE

6. Wait to receive an email - Google will notify you when this archive has been created

7. Please be aware that once an archive is created, it expires within a week. That means that you have 1 week to download it before you will have to create a new archive.  This archive can only be downloaded 5 times, according to Google policy. 

For more information please click here.

Importing Mail Directly to Personal Gmail

  1. Go to ONID Gmail
  2. In your inbox, click the 'gear' in the upper right corner
  3. On the drop down menu from the gear, click Settings
  4. In the new window, you'll be presented the General settings page. You need to go to Forwarding and POP/IMAP tab.
  5. Click Enable POP for all mail.
  6. Press Save Changes down below.
  7. Go to Sign-in & Security for your ONID account 
  8. Make sure two step verification is turned on
  9. Click on app passwords and generate a new password for an 'other' device. 
  10. Name the new device OregonstatePOP
  11. Copy the app password, you will need this to import your mail.
  12. Go to the Google Mail for the personal account you wish to import the mail to.
  13. In your inbox, click the 'gear' in the upper right corner
  14. On the drop down menu from the gear, click Settings
  15. In the new window, you'll be presented the General settings page. You need to go to Accounts and Import tab.
  16. In the new tab, you will want to click Import mail and contacts to the side of Import mail and contacts:
  17. Go through the steps and fill out the information using your full ONID Gmail address and the app password from step K. If you receive a prompt asking for POP server information: POP username is your ONID email address, POP server is, and Port is 995.

That's it! Then up to two days later, all your mail will be migrated over.

(Google) Signing Into Chrome with ONID

Signing into Google Chrome

Since version 46 of Google Chrome, people have not been able to sign into the application with their Educational Google accounts and receive a message along the lines of "Shibboleth Authentication Service Error Message: Error processing external authentication request chrome sign in issues". If you'd like to sign-in to Chrome to sync bookmarks, passwords, and more - please follow these steps:

1. Type chrome://chrome-signin/ into the address bar.  This should give you a non-popup version of the Chrome sign-in form.

2. Enter your username:

3. No password required.

4. Click “Sign in”

5. You should get redirected to the OSU Login page, where you can log in with your credentials as you normally do.

For additional assistance, please contact the Computer Helpdesk or visit the Service Desk in the Valley Library