If you are unfamiliar with what we mean by your UAusername, it is essentially the initials of your First and Middle names combined with your full Last name (FMLast.)  There are some exceptions that include a number at the end (the number makes it unique when there are other persons with the same UAusername.) If you don't know what yours is, you can look it up online.

The university, UAF in particular, has a vast number of disparate email systems. OIT is first looking at consolidating Statewide and UAF email.  Once that is complete, we will look at consolidating with UAF department-specific email servers.

There is a business need for a single, official, reliable email address that can be used for university business communications.

In addition, user demand for increasing email storage and platform and location independent mail services has necessitated a look at what we were currently doing for email.

We explored two major providers of email services to universities: Microsoft.edu and Google Applications for Education. Each of these services is free to the university. MS Live was taken out of consideration having failed several key requirements: No SSL, No IMAP, Forced co-branding, shared apps require Microsoft Office license (UA students are not currently licensed...) and Microsoft Live only provided accounts for students, not faculty or staff. That left Google in the running.

Once fully converted to Google, the savings will be significant with an initial savings of approximately $90,000 in software costs and longer term hardware cost … in the neighborhood of $150,000. We expect the savings can be redirected toward other projects that have been backlogged due to lack of resources and manpower. The assumption is that the university will no longer need to maintain this software and equipment. Personnel will still be responsible for all account creation, maintenance, and termination, but time previously allocated to hardware and software maintenance can be reallocated other projects needing attention.

(This is only a partial list, as there are hundreds to date, with over 7 million active education users as of July 2009).
Clemson University
Northwestern University
Abilene Christian University
Arizona State University
University of Southern California
University of North Carolina
Lakehead University
Vanderbilt University
Utah State
George Washington University
University of Notre Dame
Also See: Google Applications for Education Customers

Utilize the UA Enterprise Directory (eDir) to find other University of Alaska email addresses, and as you send messages from your Google Apps @ UA account, addresses are automatically added to your address book.

There are two passwords associated with your Google Apps @ UA account to protect your UA password. You will use your UA password to log into Google’s web-based applications through the UA login gateway, or authentication system. You will use a separate Google-side password to access non-web-based services, such as getting your email on a mobile phone, Google Talk, or with an email program like Thunderbird, Mac Mail, Outlook, or Entourage.

That is always a concern. If all Internet connections to the lower 48 go down, we will be temporarily without email access. While we have had a few outages in the last couple of years, they have been temporary. As part of our business case, we weighed the likelihood and length of a possible outage with that of any cost savings we may see by outsourcing. The survey results indicated that most individuals could go a full day without email before business practices were impacted.

Google has a solution called Google Offline. Google has provided a solution for the webmail client to function when not connected to the internet. See the Google Offline website for information.

For detailed instructions to configure your email client, visit our Desktop Email Client Settings page.

As a method to deter spam, Google has employed a sending limit from all Google Apps for Education accounts of 2000 messages within a 24 hour period. Whether you have addressed the same email to 2000 recipients, or sent 2000 separate messages within a day, the rule still applies. If you breach that boundry, Google will stop your account from sending mail for 24 hours.

If you use a POP or IMAP client (Microsoft Outlook or Apple Mail, e.g.), you may only send a message to 100 people at a time. Your account should be re-enabled within 24 hours.

For more information, visit Google's sending limits details page.

As a work around, you can opt to create mailing lists through OIT containing as many addresses as you need. To request one, visit the new mailing list request form.

If you are unfamiliar with what we mean by your UAusername, it is essentially the initials of your First and Middle names combined with your full Last name (FMLast.)  There are some exceptions that include a number at the end (the number makes it unique when there are other persons with the same UAusername.) If you don't know what yours is, you can look it up online.

We have seen several email attempts lately that attempt to get users to reply with their email account and password.

This is a reminder that the University of Alaska will NEVER ask you to provide any account information like passwords through an email.

Identity thieves use a technique known as phishing - a highly targeted email scam
designed to acquire personal and other sensitive information, like passwords, from unsuspecting readers.

These phishing emails appear to come from an organization you trust or have a relationship with,
such as your bank or in this case University. Keep in mind that legitimate organizations do not ask for information via email.

The University of Alaska Office of Information Technology, OIT, and the UAA IT advises that you NEVER send personally identifiable information in an email to anyone. Any emails requesting that type of information should be reported using the Report Phishing option, outlined in the following article.

Google has created a brief video on detecting and reporting phishing attempts. The University highly recommends email users to watch this video and follow these procedures when an email of this nature is received.

Initially we are focusing on getting all UAF and Statewide email users migrated over to Google Apps @ UA.

Once that migration is well underway, we will begin working on lists and group accounts. Until then, all lists and group accounts will continue to work as they do now.

Plans for the future include:

• UAF Email lists:
  • will continue to be served as they are now (using MailMan), with the exception that ultimately the domain will change to @alaska.edu
• SD lists:
  • will be converted to @alaska.edu lists in the MailMan listserv

Shared departmental email accounts (e.g., FY, SY accounts):

Shared email accounts are being reviewed by the Security Office to establish if the practice should be continued.

• Shared usernames and passwords are not best practice from an auditing perspective.
  • If still allowed, they will be provided in GAE.
  • If discontinued, that functionality will be provided in a different way

To forward your University email to a different account, follow these simple steps.

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

Steps 2 through 11 are from Google's documentation (updated 12/12/2011).

Now, all mail destined for your account will be forwarded to the address you selected in step 5.

Note for University Employees: If you work in a position that may communicate sensitive/private information, forwarding your email to another account is strongly discouraged for security reasons. If you are unsure if you should forward your email or not, please check with your supervisor, or the OIT Support Center.

Google Mail recognises that the incoming message is identical to the copy in your Sent Items and ignores the duplicate. This is a part of Google's threading feature in the web client when you post a reply, your reply is threaded in with other's responses. This is a system feature and can not be disabled.

Sent emails can always be views in the Sent Items label.

If one has a conversation of several threads (a group of several email messages) it is possible to delete just one message from a threaded conversation. From within the email message that you want deleted from the thread, choose Collapse All from the far right column, then select Delete this message from the black drop down arrow on the near right. You should see just that message disappear from the conversation.

NOTE: This will not work when using Internet Explorer.

So far each Google Apps @ UA user is automatically allotted over 7.3 gigabytes of space (increases daily). Often in the transfer process the actual account size decreases (for various reasons). The possibility exists that some individuals will need more space. However, currently, an option for that does not exists. Google has indicated that it will be a service offering available at a charge to Google Apps for Education users some time in 2010.

Google's total attachment limit is 25mb. UAF has always had a 15mb attachment limit, where as SW email has previously been unlimited. Attachments larger than 25mb will not send through Google Apps @ UA.

There is also our FTP service available at ftp.alaska.edu (anonymous, blind FTP drop box which has been available historically for this purpose).

While OIT does not recommend, nor endorse giving someone other than the authorized user access to that user's email account due to a variety of security and legal reasons, we realize that the reality is that users out there need to do this on a regular basis in order to fulfill their job duties. If you do need to do this, open your own Google account via the Internet and view one account via your desktop client . Or if you need to open two Google Apps accounts at the same time on the same computer, open one in Mozilla Firefox and the other in Google Chrome.

Bottom line is that two different Google Apps @ UA accounts cannot be opened simultaneously in the same browser. You must use two separate browsers to achieve this functionality.

Users can use what they always have for encrypting email and attachments. e.g., PGP and GPG work flawlessly with Google Apps @ UA through a standard desktop email program.

In addition, OIT is preparing to investigate Google Apps email Security services as a for-fee add-on, but do not yet know if this will be a viable offering for UA.
 

Within our Google Apps domain (@alaska.edu), SSL 3 is enforced (the same as existing UA hosted email services). SSL 3 is the current standard in web security. Financial institutions such as Visa, MasterCard, American Express, and many banks that allow for online account access have endorsed SSL 3 for commerce over the Internet.

Forwards and vacation messages in your old UAF or SW email account will no longer function once you have your new Google Apps @ UA email account.  Users should remove these options and place them in their new Google Apps @ UA email account.  Use the links below to set these options in Google Apps @ UA.

Email Forwards

Vacation Messages

Folders4Gmail is a FireFox plug-in that works to help keep a hiearchichal structure intact. It is really helpful if you already had an established folder structure before you made the transition to Google Apps @ UA. If you would like to set up Folders4Gmail, view our tutorial.

Other tips:
Consider consolidating some of your labels, if possible.
Consider color coding groupings of similar labels. Also, rename labels so they are organized alphabetically, according to the same group, so groups of colors appear in conjunction with label titles.
Remember, Labels maintenance takes places in Settings under Labels.

To rearrange your labels so they are not all hidden in the drop down arrow box on the left, go into Settings/Labels and select Show to make that label always appear in the upper left section.

They do not ‘read’ your email per se. For use in targeted advertising on their other sites, and if your mail is not encrypted, software (not a person) does scan your mail and compile keywords for advertising. For example, if the software looks at 100 emails and identifies the word “Doritos” or “camping” 50 times, they will use that data for advertising on their other sites.

The University still retains all ownership over the account. So, current procedures for tracking email in the instance of, say, a bomb threat or illegal or improper activity will still be in place.

This is a cause of Outlook's configuration. To remedy this:

1. From the menu, choose View->Arrange By->Custom.
2. Select "Fields"
3. On the right column, remove Received.
4. Then add "Sent" from the left column.

Whenever you view an email message in the "Reading Pane" it should show the sent time. It is only the list of messages that is displaying and is ordered by the wrong date field.

This requires a small work around. Open your Google Apps @ UA account in Firefox. In the tab that you have UA Mail loaded in, paste the following in the address bar and hit enter:

javascript:window.navigator.registerProtocolHandler("mailto","https://mail.google.com/a/alaska.edu/mail/?extsrc=mailto&url=%s","GoogleApps")

A question will appear in a  field above your mail inbox. It will ask you if you want to register GoogleApps as a mail handler. Once you click Add Application, from your tools menu, click options, then under the Applications section, mailto, then from the drop menu on the right, choose GoogleApps (not GMail). This should remedy the situation.

Note: This trick only works in Firefox 3.5 and later. To update your version of Firefox , within Firefox go to the Help tab, then Check for Updates.

In order to access and use all of the features Google has to offer, including all of the Google Labs features within Google mail, you must use a supported internet browser.

As of this writing, the following browsers are officially supported:

Mozilla Firefox 3.0 and above
Apple Safari 3 and above
Google Chrome (all versions)
Internet Explorer 7 and above

And though, while not officially tested or supported, Opera 9.5 and above appears to work with all of Google Mail's features.

Note: Internet Explorer 6 will work, however Google Labs features will be disabled, and a few functions will not work properly.

You can access your Google Apps @ UA services using the following handheld mobile devices:

• Palm devices with Palm OS 5.4 and above
• Windows Mobile devices with Windows Mobile 5.0 and above
• Color BlackBerry devices
• Symbian Series 60 devices 3rd edition and above
• Apple iPhones

For instructions setting up and using Google Apps on your mobile, visit Google Apps Mobile Help documentation.

Google Apps does not currently offer listserv capability. OIT has planned accordingly to keep the listserver housed at UA. To request a new listserv, visit the New Listserv Request Form.

These 5 steps take less than 10 minutes, and you only have to do this once...

1) First, create a label you can use to identify emails sent to your old account:

 Go to *Settings *and click the *Labels *tab*.* Create a new label that says
something like "Legacy Mail", "Sent to old email address", or whatever makes
sense to you.

2) Next, we will activate the *Canned Response* Google Lab function, and
create an email message to automatically send (only) to those using your old
address:

-While in *Settings* and in the *Labs* tab enable *Canned Response* lab.
Save this. (*Canned Response* allows you to automatically send the notice
that you are going to write next.)
-Now write your auto-reply message notifying people of your new email
address
-Select *Compose Mail* and create a message with info about your change of

Education<

http://google.alaska.edu/

>.

By-the-way, your eMail was forwarded to my new address, so there is no need

to re-send it.

-After you have finished the mail message (as though you are ready to send

it...) select the *Canned Responses* drop down menu located above the

content of the email.

-Then Select *New Canned Response* and name it something like "Legacy Mail

Auto-reply".

-Save this.

4) Now lets create the *Filter* that ties this all together and makes it

work:

Under *Settings*/*Filters* create a *New Filter*.

-In the "To:" field type in your old email address.

-Click the *Next Step* button

-Check  *Apply the Label:* and select the label you created in step 1,

above.

-Check *Send Canned Response:* and select the Canned Response you created in

Step 3.

-Click the *Create Filter* button (this saves your filter and activates it.)

5) Test your new filter:

Have a friend send a test email to your old eMail address. They should

receive the *Canned Response* you composed. In addition, you will notice

that your Canned Response is appended to the email they sent you, confirming

for you that your auto-reply was sent.

No. However, you can not import more than 3,000 contacts at a time. But there have been reports of individuals who have ammassed over 100,000 contacts without trouble.

You can export your SquirrelMail address book from the Addresses menu. Ensure that the field delimiter is set to "Comma (,)", and the text delimiter is set to "Double quotes(")". Once you click the "Export to CSV File" button, you will begin to download the SquirrelMail address book file to your computer. Once logged in to Google Apps @ UA, from Contacts, click the Import link at top right, click the Browse button, select the file you just downloaded from SquirrelMail, and click the Import button.

Here are some general directions to follow, though instructions may vary by version. For more detailed instructions, open 'Help' in Outlook or Outlook Express and type 'export' in the search box. Look for topics that include 'export wizard,' 'export information,' 'exporting contacts' or 'exporting address book contacts' in the title.

From Outlook:

• Select File > Import/Export > Export from the main menu
• Choose Comma Separated Values (Windows) > Select "Contacts" > Save exported file

From Outlook Express:

• Select File > Export > Address Book from the main menu.
• Select Text File (Comma Separated Values).
• Click Export.

To import contacts to Google mail:

1. Sign in to Google mail.
2. Click Contacts (located below your list of views) on any Google mail page.
3. Click Import in the top portion of the Contact Manager.
4. Click the Browse... or Choose File button and locate the CSV file you'd like to upload.
5. Select the file and click the Import button.

Once you've successfully uploaded the document, Google mail will display the number of contacts imported.

Individuals posting to our email lists using different emails addresses is nothing new. (e.g., they configure a laptop email client differently from their desktop computer email client. e.g., someone@Alaska.edu vs. fnxyz@alaska.edu. Same person, two addresses as far as the list serve is concerned...

Google Apps @ UA just introduces one more iteration...

On our mail lists we deal with it in one of two ways:

1) In the case of multiple, valid email addresses for a single person:

• "Allow" the address they used (that is different from the one they subscribed to the list with)  in the "Filters" section of MailMan for your list- if it is actually going to continue to be used
• For instructions see: change your subscription email list.
  

2) If the individual has a new address (i.e., they are not going to use their old address any longer- as with Google Apps @ UA):

• Have the individual resubscribe to the same list with their new email address, and unsubscribe with their old address. In this way, the list administrator doesn't have to do much, and the members can make the changes when they are ready.
• For instructions see: change your subscription email list.

If you are an email list owner and want to update subscriber email go to the how to update subscriber email page.

Yes. For details on how to do this, see Google's walkthrough of Exporting contacts from other mail providers.

Yes, however, ideally they should have a Google account, either @gmail.com or another institution using a private edition of Google Apps. This way, they will have a cross linked reference of the event that was created that will dynamically update should the event details change. They would also be allowed to view the guest list (if allowed), and other event details.

If the person does not have a Google account in any fashion, you can still invite them, and an email will be sent to them with the event details, asking them if they are going to the event or not, which is a link they can click on inside the email. The email also has an attached .ics file of the event details for them to import a copy of the event into their calendaring program of choice.

Since a solution for departmental accounts has not been presented, departmental calendars will need to be created under an individuals account. Whether that is the department head, or the department admin, is a decision to be made on a department by department basis.

When the calendar is created, under the Calendar sharing settings, you can elect to share ownership of the calendar to individuals by setting their access to "Make changes AND manage sharing". Then all parties concerned will have the calendar appear in their Google Calendar. If allowed, individuals can make changes throughout the calendar and can schedule meetings and invite others from that calendar.

Resources in Google Calendar are much like resources in Meeting Maker. Open use resources operate on a first come, first serve basis. You can book a resource, using the pick list from within Google Calendar. From the event details, you can use the 'Check guest and resource availability' link to display a list of available resources. From the pick list, you can choose an available resource from the where list below. Clicking the Add button will add the resource to your guest list, where you will be able to see the resource's availability. Once chosen, clicking OK will add the resource to your list of guests in the event details.

A word about "Controlled Use" resources: Certain resources are controlled by specific parties, known as resource custodians. For various reasons, scheduling of certain rooms can be restricted to specific people. A directory is being created of all controlled resources, and their custodians.

When someone leaves the University, or otherwise has their account deleted, certain things happen to their account once the account goes into the proverbial graveyard.

Within 5 days, their personal calendar will be deleted. All events scheduled in which that person is the owner are deleted within 5 days. The calendars that were originally created by the person who shared them are kept, along with all of the events. Any events that the account was a member of, the deleted account will be removed from the guest list.

All documents owned by the deleted account will be deleted from Google's systems within 5 days of the deletion of the account. This includes all spreadsheets, presentations, as well as documents. If it is a document that you may be concerned with, you can either create a copy of the document under your own account, or ask the document owner to change ownership. For calendars, as long as the person shared the calendar out to others, that calendar will remain forever, the only exception is the user's personal default calendar.

You'll always have just one primary calendar that's associated with your account, but you can have as many secondary calendars as you like. Keep in mind that there is a limit to how many calendars you can create in one day. The exact limit has not been stated in Google Help, however the system will time out with an error message when the limited has been reached and you'll be able to start again in 24 hours.

When you were invited, it is likely that the meeting creator used your vanity address when scheduling the meeting. Since Google does not know about your vanity address, it does not know that you already have a Google Apps @ UA account. Though you can still click on the links in the email to confirm or deny that you are going to the event, a record of it will not be placed in your calendar. You can still click the 'Add to Calendar' link at the top of the email that Google includes, however, you will not have access to the event list, or event details.

As a rule of thumb, it is always advisable to publish your uausername@alaska.edu email address as your preferred address. This way, the people you send mail to will get that email address in their address books, and will be able to add you to calendar events and invite you to collaborate on documents through Google Docs seamlessly.

Very easily using the Google Apps @ UA Directory Gadget! See our Google Gadgets page for details

When you send invites to users within the alaska.edu domain, Google Calendar knows that the time zone of the recipient is set in the time zone field in the primary calendar settings, and will adjust the meeting time to match the correct time in the corresponding time zone.

However, if a calendar invite is sent to someone with out a Google Account, such as a UAS, or UAA student, faculty, or staff member, Google will adjust the meeting time to the standard GMT time. When the recipient imports the ICS file into their calendaring application, the time will be adjusted according to their preferences.

Alaska Time, for your reference, is GMT -9, or GMT -8 with daylight savings is in effect.

Not at this time. A large technical change is required to be made before this becomes possible. This change should be implemented before the end of the calendar year.

Not exactly. You can create a single event and then duplicate it to one or more calendars within the event detailed view from the "More Actions" menu, then change the calendar the event is going to be created in.

1. In Google Calendar  go to Settings/Calendar/Shared:Edit Settings/Calendar Details (located in upper tab) You will see a field further down the page that says "Embed this calendar".
2. Copy all of the code that is located in the white field of "Embed this Calendar".
3. Open your Roxen site in edit mode. On the page you would like the calendar to appear, select the Insert menu and choose Insert: RXML.
4. A dialog box appears. Paste the code into this box. Change width in code from 800 to 100%. Make sure height in code is at 400.
5. Save this and preview to see if it worked.

*On a side note, using a similar method, it is also possible to embed a Google Form and/or a Flicker feed into a Roxen site. As long as you have the code to embed, in Roxen use the Insert:RXML menu item to add.

Yes. For details setting up Exchange ActiveSync with your Google Apps @ UA account, visit our iPhone configuration walk-through.

You can already access your calendar from your phone's Internet browser, but if you use a BlackBerry, you have an additional synchronization option.  Download and install the Google Sync for Mobile application from your BlackBerry browser so that changes to your calendar appointments will be automatically reflected on your BlackBerry. This application is free from Google, but carrier charges may apply.

When someone leaves the University, or otherwise has their account deleted, certain things happen to their account once the account goes into the proverbial graveyard.

Within 5 days, their personal calendar will be deleted. All events scheduled in which that person is the owner are deleted within 5 days. The calendars that were originally created by the person who shared them are kept, along with all of the events. Any events that the account was a member of, the deleted account will be removed from the guest list.

All documents owned by the deleted account will be deleted from Google's systems within 5 days of the deletion of the account. This includes all spreadsheets, presentations, as well as documents. If it is a document that you may be concerned with, you can either create a copy of the document under your own account, or ask the document owner to change ownership. For calendars, as long as the person shared the calendar out to others, that calendar will remain forever, the only exception is the user's personal default calendar.

User content is only scanned or indexed in the following cases to provide a high-quality service.

• Some user data, such as email messages and documents, are scanned and indexed so users can search for information in their own Google Apps accounts.
• Email is scanned so Google can perform spam filtering and virus detection.
• Email is scanned so Google can display contextually relevant advertising in some circumstances.

Google does not scan or index data for any other purposes. Google's scanning and indexing procedures are automated and involve no human interaction. Except when users choose to publish information publicly, Google Apps data is not part of the general google.com index. Scanned information is not shared with third parties.

In short, yes. As of this writing, Google has a limitation of up to 5,000 documents and presentations, and 1,000 spreadsheets. There are limitations regarding the size of documents themselves as well, for current details on Google Docs limitations, see this Google Docs Help Center article.

For Google Sites, each site is allowed an unlimited number of pages, and an unlimited (virtually) number of attachments (limited to 20Mb each). The catch is, the quota for Google Sites is shared to the whole UA domain. Currently, that cap is 100Gb. For the most current and details information this, see the Google Sites Help Center article on the subject.

Google's help information is ever evolving, so the information in the aforementioned links may be more current than the information presented here.

Yes. To upload, open the PDF file with Adobe Acrobat and create a new version of the file using Save As with the HTML option (Adobe Reader does not offer this option). The Upload function in Docs and Spreadsheets will allow you to upload the HTML version of your file.

After the HTML file has been uploaded to Docs and Spreadsheets, any user is then able to download the file and convert it back to the original PDF format. To download, open the file and select the Export as PDF option under "File" on the menu at the top of the page.

Doing this allows you to edit the content in the PDF after you upload it. Otherwise, you will simply be storing the PDF in Google Docs as a static file, and you won't be able to do anything, other than download it.

Google Groups is a service from Google Apps @ UA that supports discussion groups. Anyone with a UA username can take part in Google Groups by requesting a Google Group. Membership in Google Groups is at no cost. Users can find discussion groups related to their departments or projects, and participate in threaded conversations, either through a web interface or by e-mail. Google Groups may be configured to archive postings. Users can also set up mailing list archives for e-mail lists that are hosted elsewhere.

To form a Google Group submit the Google Group Request Form.

Configure the group in Group Settings

Access
– Who can post messages?

o Choose Managers Only for one-way distribution

Email Delivery
– Subject Prefix

o Enter text that will start the subject line of your emails to this group.

– Posting on behalf of the group

o Select this if you want to have the group email address appear to the sender

Advanced
– Do Not Archive Messages To This Group

o Uncheck this box if you want sent messages to appear in the discussion section.

Add members to your group in Invite Members
You can either invite members to join or add them to the list directly

Invite members by email
– Enter email addresses of people to invite
– Write an invitation message
– Click on Invite Members to send out the invitations

Add members directly
– Enter email addresses of people to add as members

o These can only be @alaska.edu addresses, others will need to be invited instead of added directly

– Write a welcome message if you want members to be notified of their membership

– Email Subscription Options

o Select the option that best fits the intent of this group. If this is a one-way distribution list, probably choosing Send email for each message and update is the best choice.

– Click on Add members to finalize this action

Configure the group in Group Settings

Access
– Allow External Members

o Check this box if you want to include non alaska.edu addresses.

– Who can post messages?

o Choose Anyone can post

Email Delivery
– Subject Prefix

o Enter text that will start the subject line of your emails to this group.

– Replies to messages

o There are several choices here, it might be a good idea to have Users decide where their replies are sent, so they have the option of replying to the entire group or a certain author.

– Posting on behalf of the group

o Select this if you want to have the group email address appear to the sender – if this is a discussion forum style group, it is probably best to have this unchecked so each author is the sender.

Advanced
– Do Not Archive Messages To This Group

o Uncheck this box if you want sent messages to appear in the discussion section of the group.

 

Add members to your group in Invite Members
You can either invite members to join or add them to the list directly Invite members by email

Invite members by Email
– Enter email addresses of people to invite
– Write an invitation message
– Click on Invite Members to send out the invitations

Add members directly
– Enter email addresses of people to add as members

o These can only be @alaska.edu addresses, others will need to be invited instead of added directly

– Write a welcome message if you want members to be notified of their membership

– Email Subscription Options

o Select the option that best fits the intent of this group. If this is a discussion list, probably choosing Send email for each message and update is the best choice. Click on Add members to finalize this action

Configure the group in Group Settings

Access
– Allow External Members

o Check this box to allow external, (not @alaska.edu), addresses to send messages to this.

– Who can post messages?

o Anyone can post
-Choose this option to operate this group like a departmental address.

o Allow posting from the web
-Check this box to allow posting from the web.

Email Delivery
– Subject Prefix

o Enter text that will start the subject line of your emails to this group.

– Replies to messages

o Users decide where their replies are sent
-Choose this option to operate this group like a departmental address.

– Posting on behalf of the group

o Select this if you want to have the group email address appear to be the sender

Advanced
– Do Not Archive Messages To This Group

o Uncheck this box if you want messages appear in the discussion section.

Google Voice enhances the existing capabilities of your phone, regardless of which phone or carrier you have - for free. Google Voice gives you a single phone number that rings all of yourp hones, saves your voicemail online, and transcribes your voicemail to text. Other cool features include the ability to listen in on messages while they're being left, block unwanted callers, and make cheap international calls.

Google Voice lets you choose a new phone number that stays with you, not a device or location. Your Google Voice number won't be your exisiting mobile device or landline number; you select a new number when signing up, which you can use for all your phones.

Ready to sign up for Google Voice? Here's how the process works, and some tips for choosing and setting up your number:

1. Go to the Google Voice website and sign in using your Google account. (You will need to use your entire email address for the username i.e. uausername@alaska.edu)
2. You'll be prompted to choose whether you want a new number or you want to use your existing number. Choose I want a new number.
    
3. Search for your new Google number and once you've chosen one click Continue.
   


4. Choose a PIN to use to retrieve your messages and access your Google Voice settings from any phone.


5. Enter a forwarding phone number (this is the phone that will ring when someone calls your Google Voice number) and select a type from the 'Phone type' drop-down menu. 


6. Verify your phone. You'll see a numerical code along with a Call Me Now button. When you click the button, we'll call your forwarding phone and ask you to enter the code on the screen so we know the phone number you gave us is the right one.

Congratulations! Your Google number is all set up. You can choose to add more phones to forward to or take a look around the Google Voice inbox.

Before you leave the university you will need to transfer your Google Voice account to another google account if you want to keep using it.  In order to do so you must fill out this Google form.