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Frequently Asked Questions

Google Apps :: Calendar (7)

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Yes, you can change the colors you use for people and events as uch as you wish - here's how:

  1. In the calendar list on the left, move your mouse over the calendar in which you want to change colors and click the drop-down arrow
  2. Click on the box containing the color you want; your calendar will immediately update with the new color scheme
If you don’t see a color you like, you can select another by clicking "Choose custom color".

 

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By default, resource locations are shared so that anybody at Humboldt can invite them to a meeting.  If you prefer to restrict that list, follow these instructions (you must be logged into Gmail):

  1. Click the down arrow next to the calendar
  2. Select Share this calendar.
  3. In the Share this calendar with others section, change the "Share this calendar with everyone..." option to See only free/busy (hide details).
  4. In the Share with specific people, enter the email address of the person you'd like to share with, and set the appropriate permission settings.
  5. Click Save.
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The Administrative Calendar holds many important dates to help you stay on top of your deadlines. Here's how to see it in either webmail (Google Apps) or Outlook:

  1. Login to Gmail through myHumboldt using your HSU User Name and Password
  2. Open your calendar (click the Calendar link at the top of the screen).
  3. On the left, under Other calendars, find the box Add a coworker's calendar.
  4. Type administrativecalendar@humboldt.edu in that field.
  5. Press the Enter key on your keyboard.
  6. The calendar will now show up in your list of calendars.
  7. Outlook users will need to close and re-open Outlook.
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Yes.

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Viewing additional calendars is toggle on or toggle off. By clicking on the co-workers calendar (under Other Calendars), you will see their calendar information. Also, there is an option to hide their calendar. If you hid their calendar, you will need to go into Calendar Settings and check the show in list option

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Under the Other Calenders, enter the email address of the co-worker. This will open a dialog box where you may request access to their calendar. Once approved by your co-worker, the calendar will appear on the left side of your Calendar Screen.  

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These will be re-shared with you automatically. See the Google Apps Calendar Instructions for more information.

Google Apps :: Docs (6)

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Here's what you can do with word processing:

  • Upload and convert Word, OpenOffice, RTF, HTML, text (.txt), Open Office (.odt), and StarOffice Writer (.sxw) files (or create documents from scratch).
  • Easily format your documents.
  • Invite others by email to edit or view your documents.
  • Collaborate online in real time and chat with other collaborators.
  • View revision history and roll back to any version.
  • Publish documents online as webpages or to your blog.
  • Download documents to your desktop in  Word, OpenOffice, RTF, PDF, HTML or zip formats.
  • Email documents as attachments.

Here's what you can do with spreadsheets:

  • Import and convert .xls, .csv, .txt and .ods files
  • Export .xls, .csv, .txt, .ods, PDF, and HTML files.
  • Use formatting and formula editing so you can calculate results and make your data look the way you want it.
  • Chat in real time with others who are editing your spreadsheet.
  • Create charts and gadgets.
  • Embed a spreadsheet, or individual sheets of your spreadsheet, in your blog or website.

Here's what you can do with presentations:

  • Share and edit presentations.
  • Import and convert existing presentations in .ppt and .pps formats
  • Download presentations as a PDF, a PPT, or a TXT file.
  • Edit existing presentations.
  • Insert images and videos, and format your slides
  • Allow real-time viewing of presentations, online, from multiple remote locations.
  • Publish and embed your presentations in a website, allowing access to a wide audience.
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If you can't access a document, spreadsheet, presentation, or drawing that you were able to open before, it's likely that the document owner has removed you from the list of people with access. If you feel this was done in error, you can go to the document URL and click the request access link for the page you're unable to access.

If you think you should have access and that you're receiving this message in error, here are some things you can try:

  • Make sure you are signed in to the correct Google Account -- one of your accounts might have access, and another might not.
  • Contact the person who invited you to confirm that you have access to the document and that you're visiting the correct URL.
  • If you're only able to view a document, spreadsheet or presentation, but not edit it, you can ask the document owner if you've been added as a viewer or editor.
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As the owner of a Google doc, you can publish it to the Web at any time. If you want to allow your collaborators to publish documents to your site, make sure the option labeled 'Editors will be allowed to add people and change the permissions' at the bottom of the 'Sharing settings' window is selected (or click Change to change it). Collaborators can then publish, invite others to edit or view the document, forward invitations to mailing lists, and see who else has viewing or editing permissions.

If the option 'Editors will be allowed to add people and change the permissions' isn't selected, collaborators won't see Publish as web page... in their sharing menu.

Note: Those with only viewing access cannot publish.

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Google Docs uses a concept called "collections" to easily share a variety of files with the same person or group. To create a collection, first select collection from the Create new drop-down menu.

Enter a name for your collection and click Ok.

To add items to your shared collections, drag each doc from your Documents List to the collection. Sharing a collection with someone isthe fastest way to give someone access to the items on your collection. Just click My collections in the navigation pane on the left of your document list, select the collection you'd like to share, click Share from the drop-down menu, and select Sharing settings....

At the bottom of the 'Sharing settings' window, under 'Add people,' enter the email addresses of the people with whom you need to share the collection.

Note: When you share a collection, the new permissions are pushed to all collections and documents within the main collection.

Collections others share with you will appear in the main pane of your Documents List. Only collections shared directly to your email will appear here. If a collection was shared with you through a mailing list, you will need to click the link in the email first.

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Google Docs includes a template gallery to help you design your document, spreadsheet, presentation, or form. Whether you need to create a report, a budget forecast, a newsletter, or any of a wide variety of templates, the gallery can help you get your document started.

Here's how to find a template:

  1. From your Documents List, choose Search public templates from the options next to the search box, or select Create new > From template
  2. From the templates gallery site, browse the templates by category. You can sort templates by popularity or rating, and by category or type of doc. If you'd like to return to an unfiltered view of the gallery after sorting templates, simply click All templates or All categories.

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Here's what you can do with word processing:

  • Upload and convert Word, OpenOffice, RTF, HTML, text (.txt), Open Office (.odt), and StarOffice Writer (.sxw) files (or create documents from scratch).
  • Easily format your documents.
  • Invite others by email to edit or view your documents.
  • Collaborate online in real time and chat with other collaborators.
  • View revision history and roll back to any version.
  • Publish documents online as webpages or to your blog.
  • Download documents to your desktop in  Word, OpenOffice, RTF, PDF, HTML or zip formats.
  • Email documents as attachments.

Here's what you can do with spreadsheets:

  • Import and convert .xls, .csv, .txt and .ods files
  • Export .xls, .csv, .txt, .ods, PDF, and HTML files.
  • Use formatting and formula editing so you can calculate results and make your data look the way you want it.
  • Chat in real time with others who are editing your spreadsheet.
  • Create charts and gadgets.
  • Embed a spreadsheet, or individual sheets of your spreadsheet, in your blog or website.

Here's what you can do with presentations:

  • Share and edit presentations.
  • Import and convert existing presentations in .ppt and .pps formats
  • Download presentations as a PDF, a PPT, or a TXT file.
  • Edit existing presentations.
  • Insert images and videos, and format your slides
  • Allow real-time viewing of presentations, online, from multiple remote locations.
  • Publish and embed your presentations in a website, allowing access to a wide audience.

Google Apps :: Email (16)

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The reply-to field is set when an account is created or updated, and the default setting is what we call the formal alias (first.last@humboldt.edu) to ensure that we have consistency in our email addresses for staff and faculty and to protect user names from getting out into the public domain. Unfortunately, there's no way to override this; any change you make cannot be stored as a new default for this field.

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This situation can arise when there are a large number of people using one email system, as is the case at HSU, where staff, students, and faculty all have @humboldt.edu addresses. It's obviously something that needs to be avoided, as email may contain confidential information.

When you start typing a name into the To: field in GMail, the system offers up a list of choices; that choice gets smaller as you enter more letters of your addressee's name. You'll also see that different versions of email addresses appear in <> after the person's "plain text" name. If you see two different variations of the "initials+number" name format after identical plain text names, that's a good indication that there are two people of the same name in the HSU mailing list. Staff and faculty, but not students, are automatically provided with a formal email alias in the format firstname.lastname@humboldt.edu, which can often help to distinguish them.

The most reliable way to make sure your mail goes to the correct individual is to check their initials+number in the HSU Staff & Faculty Online Directory. Enter your intended recipient's name in the search box and a list will be displayed of all current staff and faculty members with that name, along with their email address, telephone number, department, location, and title. Use this email address to identify your target recipient in GMail. If a duplicate name doesn't show up here, that means the duplicate name displayed by GMail belongs to a student.

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When you send an email to yourself at one of your aliases (ex. firstname@humboldt.edu), you may have noticed that it doesn't show up in your inbox. You probably also worry that other people are sending you mail and you aren't receiving it.  Well, things aren't as bad as they seem!

Google has designed their system so that messages YOU send (or cc) to one of your aliases will only show up in your Sent folder. Don't worry though! This does not affect when OTHER people send to your aliases.

There are a couple of ways to get around this. Pick whichever works for you:

  1. If you need to send yourself an email, send it to either your first.last@humboldt.edu or your abc123@humboldt.edu address. Those ones will come through.
  2. If you really want to use one of your other aliases, you can, you just need to set it up as a custom "From" address first. 
    1. Sign in to your Google Apps email.
    2. Click the gear icon in the upper-right and select Gmail settings, and select the Accounts tab.
    3. Under Send mail as, click Add another email address.
    4. In the Email address field, enter your name and alternate email address (e.g. firstname@humboldt.edu).
    5. Click Next Step >> and then click Send Verification. Gmail will send a verification message to your other email address to confirm that you own it.
    6. (Locate the message from Gmail. Open it and and either click the link contained in the message or enter the confirmation code in the Accounts section of your Google Apps email settings.
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Unfortunately, this is just a result of how Google handles mail. If you originate a message, Google won't deliver you an additional copy whether you are cc'd, on the mailing list you sent to, etc. This is Google's way of trying to keep you from getting duplicate messages.

You do have a copy in your sent folder, and you can add additional labels to that message so that it shows as being filed in the correct place.

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  1.  Log into your Gmail account through myHumboldt
  2.  Click Settings at the top of the page.
  3.  Click the Forwarding and POP/IMAP tab.
  4.  Click Remove Address next to the Forwarding Address.
  5.  Click OK on the Message from webpage dialog box.
  6.  Click Save Changes.
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Google Apps uses "cookies" to indicate that you are logged in. Occasionally, clicking on "logout" does not successfully delete the "cookie" that indicates that you are logged in, and returning to the Google Apps page restores your previous session. To solve this problem, click Logout, close all browser windows, and restart your browser.

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Follow Google's instructions to have an auto-reply sent to any messages you receive:

http://mail.google.com/support/bin/answer.py?hl=en&answer=25922

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Yes, but it's a little tricky at first.

The easiest way is to use a different browser for each account (e.g., Firefox and Internet Explorer), but that's not always possible.

Here's how to configure your account so it will work for you:

  1. In your Humboldt account, click Settings
  2. Click the Accounts tab
  3. Click Google Account Settings (in the last section, titled Change account settings)
  4. Where it says "Multiple Sign-in", click Edit
  5. Turn it on and check the box next to each line to confirm you understand the implications
  6. Click Save
  7. Sign out of HSU email & close your  browser
  8. Open your browser and log back in to HSU email
  9. Click pull-down arrow next to your email address (in the top right-hand corner), and select Sign in to another account
  10. Log in to your personal account
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Google Apps Labels are similar to folders you may have used in other mail systems. The biggest difference is that you can have a message with multiple labels rather than being forced into only one folder. 

Learn how to use Labels

Turn on the Nested Labels Lab, which makes everything a WHOLE lot better!

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You can access Gmail and Google Apps through myHumboldt. There are a few situations that may cause this problem. 

If you have just changed your HSU password and you're ending up on the bare Google Apps login page rather than the myHumboldt login page, you may be able to fix this by simply restarting your browser. If that doesn't resolve the issue, your best option is to clear your browser cache and cookies, enabling the whole process to make a clean start.

If you're seeing one of the below error messages, follow the advice given to resolve your issue:

  1. "Authentication Failed" - This is usually caused by entering your HSU User Name and/or password incorrectly.  Double-check that you are using the correct login and try again. Try logging into myHumboldt to see if your password works there. If that works, but you still see this error, call or email the Technology Help Desk (help@humboldt.edu or (707) 826-4357)
  2. "Invalid IdP URL" (shows a picture of the dragon-like creature, technically a griffin) - This error typically appears if you have the login page bookmarked. You should update/edit your bookmark to point to http://humboldt.edu/myhumboldt. If you are using IE 8 and the right bookmark, you may need to reset your browser settings: Click Tools -> Internet Options -> Advanced. Click Reset. Do NOT check Delete Personal Settings. Click Reset. Close Browser
  3. "Invalid Email" - This error happens because you don't have an email account on Google Apps. If you no longer qualify for an account, this may not be in error. If you believe that you should have an email account, contact the Technology Help Desk (www.humboldt.edu/ithelp or (707) 826-4357)
  4. "Message did not meet security requirements" - (or Cookies must be allowed). This happens for one of two reasons.
    1. If you are using Safari on a Mac, this is typically caused by an expired certificate in your KeyChain. To get to your KeyChain, go to GoUtilities > KeyChain Access. Click the login keychain on the left-hand side and look for any certificates with a red X. Click on the expired certificate and press the delete button on your keyboard.
    2. If you aren't a Safari/Mac user, check your clock time. If it does not match the server time, you'll receive this error. Correct your clock time. 
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Click on the new window icon located on the top right of the screen. It will open a new window for you, allowing you to see your email messages.

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Messages remain in the Trash for 30 days. After that, Google Mail permanently deletes them.

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Messages remain in your archive forever, unless you choose to delete them.

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If you either delete or archive a message, it’s removed from your inbox. If you delete a message, it’s placed in the Trash and then permanently removed from your Google Apps account after 30 days. On the other hand, if you archive a message, it’s moved to All Mail (your archive), where you can easily find it in the future, using Google’s search functionality.

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Yes - to help prevent viruses, Gmail won’t accept file attachments that are executable files. There’s also a 25MB size limitation for attachments. Please note that you may not be able to send larger attachments to contacts that use other email services with smaller attachment limits.

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Yes!  Google Apps Sync for Outlook allows you to continue using Outlook to access your mail and calendar. First go to myapps.humboldt.edu to download and install Google AppSync for Outlook, then refer to the instructions on Google or work with your ITC to get the synchronization up and running.

Google Apps :: Groups (7)

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To remove yourself from a group, just follow these steps:

  1. Select Groups from the Gmail top menu bar
  2. Select My groups from the menu on the left
  3. Select the name of the group you wish to leave
  4. Click the My membership button to the right of the group name
  5. In the pop-up box, click on Leave group at the bottom left
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If you're having difficulty accessing your group online, first clear your browser's cache and verify you're signed into the group with the correct email address (ie that you're not trying to access an HSU group using a personal Google account or vice versa), then try again. If that doesn't resolve the problem, check that the group is still active and hasn't changed its address - or, if you're new to the group, that you accepted the original invitation. Don't bookmark groups - you should always access groups via the Google Groups home page.

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If you're unable to post any messages to a particular group, try clearing your browser's cache. If that's not the problem, visit the group's home page; this will tell you whether you have the right email address for the group (if you're not recognized as a member, you have the wrong email address) and whether you're allowed to post to the group (if it's announcement-only, then you can't post). If you're having this problem with a group you manage, your ability to post may have been overridden by another user, in which case you'll need to edit the posting permissions next to your email address.

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Google Groups is compatible with all popular browsers - Firefox, Internet Explorer, Safari, Chrome - and as long as you have cookies enabled in your browser, you should be fine. Check your security settings to make sure that's the case - these are usually accessible via the Options item on the Tools menu. A few functions in Google Groups make use of Javascript, so you may want to make sure Javascript is enabled as well.

 

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You should set up a separate personal Google account for your personal groups. That way, the two groups won't get mixed up and you'll be able to keep things a lot more organized. Plus, the HSU implementation of Google Apps is a little different than for personal accounts, so you'll have better control all around if you keep the two separate.

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Click on the Group settings link on your group's page, then click on Access. Here are some guidelines for managing your group settings:

  • Who can view? Usually the most appropriate setting will be Only members can view group content.
  • Directory listing? If you want people to be able to request group membership without an invitation, select List this group.
  • Who can join? Decide whether you want to control who joins.
  • Allow External Members? If you want to include people without a humboldt.edu address, check this box.
  • Who can post messages? Select the option that makes the most sense for this group.
  • Who can invite new members? If you want to control membership, it's best to select Managers only
  • Message moderation? Unless this is a small group, moderating can be a lot of work, so No moderation is the most common choice.
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Log into your HSU email account and go to the Google Groups homepage. Click on the "Create a group" button in the upper right corner of the "My groups" box.

Creating a group is a two-step process. First, you name your group, create an email address for it, set the types of access to be allowed (Public, Team, Announcement-only, Restricted), and enter a description of the group. Once that's done, you can start inviting people by entering their email addresses. That's really all there is to it.

Google Apps :: Migration (28)

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Zimbra allowed larger attachment sizes than Google does.  Consequently, emails with large attachments (greater than 20 MB) didn't move over with the rest of your mail.

If you'd like to find these attachments and save them, you can log into Zimbra and perform a search for your files.

  1. Log in to Zimbra (zimbra.humboldt.edu)
  2. Click in the search bar, above your mail
  3. Enter:size: >15mb
  4. Click Search
  5. Your messages with large attachments will be displayed.  You can download them for future reference.
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When your mail was moved to Google, Google couldn't accept any attachments larger than 25 MB.  This means that you may be missing some mail in Google.  To find these emails (so you can download the attachments), you should perform this search in Zimbra:

  1. Login to Zimbra (zimbra.humboldt.edu)
  2. Click in the Search box above your mail
  3. Paste "size: >15mb" (minus the quotes)
  4. Click Search
  5. Your messages that are larger than 15 MB will be displayed.  You should download the attachments to make sure you have them. 
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Unfortunately, Google doesn't recognize Zimbra's tags. These will be lost in the migration.

Google does allow you to place a message in more than one label (folder), and you can also use stars.

See /its/google-labels

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If you have access to another email account (for example, the mail for your department), this account will be moved on the same day that their owner is moved to Google.  An account owner is the person who is primarily responsible for the account.  In some cases, account owners have changed but were never updated.  If this is the case, the account you access may move to Google before or after you move. 

If your mail does move ahead of you (e.g., you are no longer getting mail in Google), you could log in to Google Apps (from the webmail login page) to access that mail in the interim.

If you move to Google and the mail for that account is still going to Zimbra, you should email the Technology Help Desk at help@humboldt.edu and ask them to move that account.  We'll be a little busy helping folks move, so if we can't get that account moved right away, you can still login to Zimbra to check that mail.

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The folder you see in Google is just a copy of the mail that was in that account when you moved.  All new mail is still going to the account, but you access it a different way.  Learn how to access shared inboxes.

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In Zimbra, a shared inbox would show up in your folder list. In Google, things work a little differently.

First, the Technology Help Desk will need to share the inbox with you. We've already done that for the accounts that were on Zimbra.

Second, you need to ACCEPT that share. You would have received an email from "Humboldt State University Team" with a subject of "XXX has granted you access to their Humboldt State University account -- accept or deny?". Go find that email and click the link to accept the request.

Finally, about 30 minutes after you click that link, you'll notice a little drop-down arrow next to your email address at the top of the screen. Click on that arrow and click the name of the shared inbox. The shared inbox will open in a new browser tab or window. You'll have full access to the mail in this account (including sending).

Outlook users will need to open that shared account. See Opening a shared inbox in Outlook.

If you need this account shared with someone else, you'll need to contact the Technology Help Desk or call (707) 826-HELP (4357).

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If you get an error when importing your Zimbra calendar, see Troubleshooting Calendar Imports.

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This happened because Google won't allow us to set a forwarding email for your account. You have to set it up yourself.  (You should have received an email or two about this, but your account may have been missed).

Don't worry - your mail isn't lost (it's waiting for you in your Google Apps account).

To set up your forward: 1) Login to your HSU Google Apps account (webmail.humboldt.edu), and 2) follow the instructions at http://mail.google.com/support/bin/answer.py?hl=en&answer=10957.

As a reminder, your Humboldt State University email account is an official form of communication between you and the university. You are responsible for checking your HSU email account for official communications. Although you may elect to redirect messages sent to your official HSU email address to another address, you do so at your own risk. Having an email lost as a result of re-direction does not absolve you from responsibilities associated with communication sent to your official university email address. The university is not responsible for the handling of email by outside vendors or unofficial servers.

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You can still login to zimbra.humboldt.edu to access any files/messages/contacts/calendars on Zimbra.  You should move these things quickly; however, because Zimbra goes away permanently on April 30, 2011.

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You'll need to export each of your Address Books in Zimbra and import them into your Contacts in Google Apps.  You'll also need to fix any contact groups you had.

See "What to move"

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You'll need to export each of your calendars in Zimbra and import them into your Calendar in Google Apps. You'll also need to re-share them.

See "What to move".

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Is it your migration day yet?  (Students move on January 10, Faculty and staff can look up the date of their department on the migration schedule)

If not, you'll want to wait until your migration day arrives.

If it is, contact the Technology Help Desk or call (707) 826-4357) to let them know that you aren't receiving any new mail in Google.

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It will take several hours (up to 24) for all of your mail to show up after we move your account.  If today is your migration day, it may just be that it's taking time for everything to show up.  If it's been more than 24 hours, contact the Help Desk (via online support form or 707.826.4357).

If you are missing mail that is sorted into folders, it may just be the way that Google displays folders (labels).  Learn about Labels and how to enable the Nested Labels lab so things will seem a little more orderly.

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Go to webmail.humboldt.edu.  Click on the Google login link and login with your  HSU User Name and Password.  Once we get the entire campus moved over, you won't have to click a link to login.

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Those accounts will show up in your Outlook after the person has shared them with you. They may not show up until you close and re-open Outlook.

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You can still forward email to an off-campus address, but you'll have to set that forward up in Google Apps (not Account Center). You may even want to give Google Apps a try (we think you'll like it!) and just start using it on your migration day!

To setup your forward:
1) Login to your HSU Google Apps account (mail.google.com/a/humboldt.edu), and 2) follow the instructions at http://mail.google.com/support/bin/answer.py?hl=en&answer=10957. You can do these steps now, or wait until your migration date.

If you had a forward in Zimbra and don't set up a forwarding address, your mail won't be lost (it will be waiting for you in your Google Apps account), but it won't arrive in the account you're used to checking.


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Google works with many different phones and other mobile devices to keep you connected when you're on the go. You'll find all the information you need on Google's mobile website

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If you use POP or IMAP with an stand alone mail client (Mac Mail, Thunderbird, etc.), you will be able to continue to use POP or IMAP, but you will have to change some settings. Configuration information:

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See training.humboldt.edu for a list of schedule.  Classes are being added as they fill up.

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Webmail users:  You'll need to move your calendar, contacts, and briefcase items.  These can be exported & imported and only take a few minutes.  We have instructions and videos to show you how.  See Migration Instructions   You'll also need to re-share any calendars that were shared. If you used filters, tasks or documents, you'll have to manually move these.  We'll provide suggestions for making this easier.

Outlook users: Your ITC will help you get Outlook switched over to use Google Apps Sync for Outlook.  As part of that process, they can import your calendar, contacts, local mail, notes, journal entries, and tasks.  You'll need to re-share any calendars that were shared and recreate your filters.

POP/IMAP users: If you use some other mail client, you'll have to change your POP or IMAP settings. 

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You'll be able to export your calendar from Zimbra and import it right into Gmail.  You will need to re-share your calendar with those who previously had access. See Moving your Zimbra calendar to Google Apps

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Faculty & Staff:  No.  Your mail will continue to be sent from first.last@humboldt.edu.  All of your HSU email addresses (abc123@humboldt.edu, first.last@humboldt.edu, alias@humboldt.edu, etc.) will continue to receive mail.

Students: Maybe. If you haven't already selected an alias, you will need to do so. Your mail will be sent from alias@humboldt.edu. All of your HSU email addresses (abc123@humboldt.edu, alias@humboldt.edu, etc.) will continue to receive mail.

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On your migration date, all of your mail (even your folders) will be transferred over to your new Google Apps account. It may take a day or so for it all to arrive, but you'll still be able to login into Zimbra at zimbra.humboldt.edu (or your old mail client) to find messages that haven't transferred. See our Migration Information

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Mail:

  • More space (25 GB) to keep all of your email online so you don't have to search for mail in two places

Calendar:

  • Smart Scheduler allows you to find a time slot for your group to meet
  • Search for and subscribe to any available public calendar
  • Sync your calendar with your Smart Phone

Google Docs

  • Google Docs provides a great online tool to edit and prepare documents
  • Collaborate with others on a document, spreadsheet, or presentation.
  • Share your Google documents with others

Other Tools

  • Chat with your teammates in real-time via Google Chat
  • Keep track of your favorite online information sources with Google Reader

System

  • Improved reliability (Google has more servers and System Administrators than HSU could ever possibly afford)
  • No more down times for upgrades
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Moving to Google Apps will dramatically increase the level of service we can offer to campus–– storage space, reliability, and functionality – without incurring any additional costs.

The change will give faculty, staff and students access to more advanced Web-based collaboration services, such as Google Docs (which allows multiple users to create, share, view and edit word processing documents, spreadsheets, forms and presentations in real time) and Google Talk (a chat function). And Google Apps provides over 25 gigabytes of storage space for users (our current storage allocations are 50 megabytes for students and 250 megabytes for faculty).

Not managing an internal email system any longer will free up time for system administrators to instead focus on improving other service offerings to campus -- to focus on innovation instead of maintaining infrastructure.

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Students and alumni will be moved to Google Mail on January 10.  Faculty and staff will be moved by department between February 7 - 18. See the migiration schedule to find out exactly when you're moving.

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Step-by-step instructions for making the change (including transferring your mail, calendar, and contacts) will be available to guide you through the process. See Migration Instructions.

We'll also schedule some open labs in February for those of you who want a little more hands-on help.

Google classes for HSU employees are available.  Sign up at training.humboldt.edu.

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You'll be able to export your contacts from Zimbra and import it right into Gmail. See Moving your Zimbra contacts to Google Apps

Google Apps :: Outlook (3)

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The Google Apps Sync for Outlook tool did a good job of migrating your calendars from Zimbra to your Google Outlook profile, but it stops one step short of creating those calendars so you can see them on the web when you access Google Apps.

To remedy this, you can simply move these calendars up to the server:

  1. In Outlook, right-click on the calendar in question
  2. Select Move Calendar
  3. Click on Calendar in the folder list
  4. Click OK

The next time Outlook syncs, you'll be able to see that additional calendar up in Google Apps.

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If you have received an email that another account has granted you access to their inbox, you need to click on the link to accept the share.  Once you've done that, here's how you open the inbox in Outlook:

  1. Click Start > All Programs
  2. Click Google Apps Sync 2.0 > Add account for delegation
  3. Enter the email address of the account that was shared with you
  4. Click OK
  5. The inbox will now show up in your Outlook folder list.
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Those accounts will show up in your Outlook after the person has shared them with you. They may not show up until you close and re-open Outlook.

Google Apps :: SmartPhones (2)

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RESOLUTION:

If you see an error message that reads "Invalid Password", it's likely that you'll need to unlock your account by solving a short CAPTCHA. Visit the appropriate link below and fill in your email address, password, and the letters in the CAPTCHA box:

https://www.google.com/a/humboldt.edu/accounts/UnlockCaptcha

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Google works with many different phones and other mobile devices to keep you connected when you're on the go. You'll find all the information you need on Google's mobile website

Google Apps :: Sync (6)

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With the default Outlook settings, they should. If the original settings have been modified, restore the following default:

  1. In Outlook, click Tools > Options.
  2. On the Preferences tab, under E-mail, click E-mail Options.
  3. Select the check box for Save copies of messages in Sent Items folder.
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No. Google Apps Sync for Microsoft Outlook doesn't work with the Mac. This is because Microsoft Outlook for Mac doesn't support the Messaging Application Programming Interface (MAPI), which is required for Google Apps Sync to communicate with Outlook.

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Most plug-ins should continue to function as usual. Some will be disabled during the installation process due to incompatibility with Google Apps Sync. These plug-ins include:

  • Acrobat PDF Maker Toolbar
  • Outlook Change Notifier

To continue using the above plug-ins, uninstall Google Apps Sync for Microsoft Outlook® after you've completed the configuration process and the plug-ins will be re-enabled.

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Public folders, some contact fields in your Global Address List, and some other elements in Outlook are not compatible with Google Apps Sync. For a comprehensive list, see the feature compatibility chart.

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Data that isn't supported by Google Apps or is otherwise incompatible includes Outlook tasks, journal entries, notes that aren't in your top-level Notes folder, follow-up flags, distribution lists, and rich formatting in contacts. You can continue to use these features in Outlook, and in some cases you can use equivalent features in Google Apps, but the data isn't synchronized back and forth. For a complete list of functions that aren't synchronized, see the feature compatibility chart.

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All your Google Apps mail, calendar events, and contacts, as well as notes in Outlook's top-level Notes folder, will be available to you over the web from any computer. For more information, take a look at this feature compatibility chart.

Google Apps :: Technical (1)

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Any system that cannot use SMTPS (port 465) will be required to request an exemption to use port 25 on smtp.humboldt.edu.

To register a device, create a ticket (email help@humboldt.edu) requestion an exemption and include: IP address, type of device, duration of exemption, and business function.

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That's entirely possible. Although there are no firm plans at this time, we'll keep you posted as to new developments on that front. If you have a good academic reason that we should add a particular application, please tell your ITC or submit a request to the Technology Help Desk to start the ball rolling.

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Yes, the Training & Professional Development department offers a number of introductory classes covering different Google applications. You'll find details and schedules on their website.

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Cloud-based applications live on the Internet rather than on your local computer (cloud is really just another word for the Internet). The major advantage for you as a user is that you can access those applications wherever you are, as long as you have an Internet connection. You can choose to store the documents associated with those applications in the cloud too, so you can access the equivalent of your working desktop wherever you are.

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HSU currently supports

While you can use other Google applications, you may need to log into Google again using your personal Google account rather than your HSU account. Some applications require a download; if this is the case, please download to your personal system, not HSU-owned equipment.

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Google provides many different applications.  HSU makes several available, but is only able to fully support (answer detailed questions about) the core applications. The rest are available to you, but the Technology Help Desk won't be able to answer questions about them.  

Supported

Available (but unsupported)

  • Google Talk
  • 3D Warehouse
  • FeedBurner
  • Fusion Tables
  • Google Analystics
  • Google App Engine
  • Google Bookmarks
  • Google Books
  • Google Chrome Sync
  • Google Code
  • Google Custom Search
  • Google Finance
  • Google Friend Connect
  • Google Help
  • Google in Your Language
  • Google Latitude
  • Google Map Maker
  • Google Maps
  • Google Moderator
  • Google News
  • Google Places
  • Google Public Data
  • Google Reader
  • Google Sidewiki
  • Google Translator Toolkit
  • Google Voice
  • Google Webmaster Tools
  • iGoogle
  • Knol
  • Orkut
  • Panoramio
  • Web History
  • Website Optimizer
  • YouTube
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Google Apps uses "cookies" to indicate that you are logged in. Occasionally, clicking on "logout" does not successfully delete the "cookie" that indicates that you are logged in, and returning to the Google Apps page restores your previous session. To solve this problem, click Logout, close all browser windows, and restart your browser.

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Occasionally, Google redirects you to the regular Gmail login screen instead of the HSU login screen.

If this happens to you, you should check your bookmark and make sure it's pointing to https://mail.google.com/a/humboldt.edu.  See Bookmarking Online Services.

As a quick fix, simply enter your email address (abc123@humboldt.edu) in the Username field.  Leave the password field blank.  Click Sign in.  Google will redirect you to the HSU login page.

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Go to webmail.humboldt.edu.  Click on the Google login link and login with your  HSU User Name and Password.  Once we get the entire campus moved over, you won't have to click a link to login.