Google Apps for OSU

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.

Google Mail

Google Mail

Google Drive

Google Drive

  • Docs, spreadsheets, presentations, more
  • File sharing and collaboration
  • Unlimited storage for Google formatted docs; 30 GB limit for files uploaded in other formats
  • 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

Google Mail

What is Google Mail for OSU?

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.

How do I access Google Mail for OSU?

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.

Basic Functions

Sending Messages

  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.

Reply to Messages

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.

Forward messages

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.

Save 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.

 

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

Hide Tabs in Google Mail

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 Drive

Google Drive

What is Google Drive?

Google Drive is a cloud storage service that allows you to store up to 30GB of data. 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 Google Drive?

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.

How do I use Google Drive?

 

Creating Google 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.

 

Uploading Files

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.

 

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.
Download

 

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

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

Google Drive Tips & Tricks - Web Browser Interface

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 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.

 

How do I access Google Calendar?

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. 

How do I use Google Calendar?

Below are some basic tasks that can be complete using Google Calendar.

Add an event

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’d 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.  

 

Share 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.
  • If you don’t want others to view the details of your events, select see only free/busy (hide details).
  • Click Save.

More information can be found at the following link, https://support.google.com/calendar/answer/37083?rd=1

 

Customizable reminders help you stay on schedule.

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

 

Accessing Google Calendar from your mobile device.

From an Android

  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.

 

From an iPhone

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.

Update your Google Calendar using 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.

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

Google Groups

What is 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.

How do I use Google Groups?

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.

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.

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 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 youremail@onid.oregonstate.edu 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. 


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

Google Groups Naming Convention @ OSU

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.

ONID

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 oregonstate.edu that have been delegated for organizational use.  For example, if a fictional OSU organization "Pavement Science" has an existing DNS subdomain "pavesci.oregonstate.edu", 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

Exceptions

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.


Managing Your Google Groups

Regular Google Groups vs Official Oregon State Google 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 groupemail@onid.oregonstate.edu and regular Google Groups will have a groupemail@googlegroups.com. 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 group is one whereby members only use Email to communicate. 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

An Web forum group is one whereby members only use the Google Groups user interface to communicate with other members. This group type is similar to the online web forums found on many web sites.

Q&A forum

A Question and Answer (Q&A) forum group is one whereby members use the Google Groups user interface to primarily answer the questions of other members. This group type is similar to the online help forum.

Collaborative inbox

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.

Post

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.

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

Google Sites

Google Sites

What is 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.

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: support.google.com/sites/

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

Google Apps Training

Core Google Application Training - External Links

These trainings (hosted at external websites like GoogleGooru and Google itself) summarize the core Google Applications and provide tips and tricks that can be useful to members of the OSU community.

 

Gmail

Gmail

Drive

Drive

Calendar

Calendar

Sites

Sites

Google Apps Directory

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:

Take Google with You (Leaving OSU)

Leaving OSU? This page outlines how to archive and download any emails or documents you would like to keep from your Google Apps for OSU account. 

 

If you have shared documents on your Google Drive:

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 https://www.google.com/settings/takeout

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 the Google Mail for the personal account you wish to import the mail to.
  8. In your inbox, click the 'gear' in the upper right corner
  9. On the drop down menu from the gear, click Settings
  10. In the new window, you'll be presented the General settings page. You need to go to Accounts and Import tab.
  11. In the new tab, you will want to click Import mail and contacts to the side of Import mail and contacts:
  12. Go through the steps and fill out the information using your full ONID Gmail address and your corresponding ONID password.

 

 

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