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Contents 1 Frequently Asked Questions about Google Apps at Case Western Reserve University 1.1 How do I opt in to Google Apps? 1.2 What Apps are available? 1.3 How will mail routing work? 1.4 How will passwords work? 1.5 Can I move the email currently on Case's Sun Server to Google Apps? 1.6 Can I easily move my Outlook or Thunderbird emails into Google Apps? 1.7 Can I archive/backup my email locally if I am using Google Apps? 1.8 Can I migrate my Case Webmail Address book to Gmail or Google Apps? 1.9 Can I search for Case users in my contact list/address book on Google Apps? 1.10 Is there a way to see my Oracle Calendar in Google Calendar? 1.11 Is there a way to synchronize my device or desktop client with Google Calendar? 1.12 How can I learn more about using Google Calendar? 1.13 How can I backup the data currently being stored in Google Apps? 1.14 Where can I find more help with using Google Apps? 1.15 If I have problems using Google Apps, who do I call? 1.16 How do I change the sending account from my ID xxx##@case.edu to firstname.lastname@case.edu? 1.17 I sent email from Google Apps mail to my Case email address and it didn't show up in my Google Apps mail account. What's broken? 1.18 Are there any limits on sending email via Google Apps? 1.19 I'm routing my mail solely to Google Apps, but the Case Daily and voice mail messages are being delivered to both my new Google Apps mailbox AND the old mailbox. How do I stop the messages going to the old mailbox? 1.20 If I forward my mail to Google Apps, can I still hear my voicemail messages on the phone? 1.21 How can I add a Google Apps Chatback widget to my webpage/blog? 1.22 I clicked a link for Google Calendar or Google Docs on the start page and it took me somewhere unexpected - what happened? 1.23 What about the privacy and security of my data hosted on GoogleApps? 1.24 How are confidentiality and privacy addressed for email sent through the current Case email system compared with Case Google Mail? 1.24.1 Sign on security 1.24.2 Email server storage 1.24.3 Email in transit between your computer and our email server 1.24.4 Email in transit between our email server and the email server of the recipient 1.25 How long will ITS support Google Apps?

[edit] Frequently Asked Questions about Google Apps at Case Western Reserve University

[edit] How do I opt in to Google Apps?

The sign up tool is available at https://its-services.case.edu/my-case-identity/google-apps.

[edit] What Apps are available?

Mail (at webmail.case.edu), Calendar (at webcalendar.case.edu), Docs, Spreadsheets and Presentations (at webdocs.case.edu), a start page (at webstart.case.edu) and Sites (at http://sites.google.com/a/case.edu). Instant messaging is available through the Google web mail GUI or can be downloaded/accessed from here: http://www.google.com/talk.

[edit] How will mail routing work?

When you sign up to opt in to the service, you will be able to choose whether you want your mail to continue to go to your regular Case e-mail mailbox, into your Google Apps mailbox, or both. You will be able to change this after it is set at https://its-services.case.edu/my-case-identity/google-apps.

[edit] How will passwords work?

For the web-based interfaces (Gmail, Calendar, Start Page), they are tied into CAS. When you go to the appropriate web page, you will be directed to the CAS login page and be prompted for your Case user ID and password, if not already authenticated, and then passed on to the appropriate page.

For client-based or API-based interfaces (Google Talk, checking Gmail via POP3, various calendar sync tools), you will need to have a separate Google Apps Password. You will set this in the sign up tool, and it has its own password change facility at this page separate from our Kerberos-based system.

[edit] Can I move the email currently on Case's Sun Server to Google Apps?

Yes. You can setup the two IMAP accounts side-by-side in your email client; though, that doesn't work particularly well for large amounts of email. We recommend Google's MailFetcher to quickly transfer the emails from your Case mailbox to your Google Apps mailbox.

[edit] Can I easily move my Outlook or Thunderbird emails into Google Apps?

Yes. Here is a link to the Google Email Uploader.

[edit] Can I archive/backup my email locally if I am using Google Apps?

Yes, Google Apps provides POP access, which can be used to download all of your mail to your local machine.

[edit] Can I migrate my Case Webmail Address book to Gmail or Google Apps?

We have written a converter that will pull your webmail address book entries from the LDAP server and save them to a .csv file on your computer. You can then import that .csv file into Gmail (public Google mail) or the Google Apps mail for Case.

[edit] Can I search for Case users in my contact list/address book on Google Apps?

Case users will appear in a search if they have activated their Google Apps account. If they have not activated their account, they will not appear. (Note: We noticed some strange behavior where sometimes some activated Case users appear and some don't. We are trying to find out the cause.)

[edit] Is there a way to see my Oracle Calendar in Google Calendar?

You can use the Secret iCal URL service to view your Oracle Calendar agenda in Google Calendar. Note that this is a one-way synchronization, and any changes made in to an entry in Google Calendar will not be sent back to Oracle Calendar. Once you have your "secret" iCal URL, sign into your Google account and click on Calendar. On the left side box, click on the Add down arrow and click on "Add by URL". Cut and paste your secret iCal URL in the blank and click Add. You can rename the URL by using the Manage Calendar feature.

[edit] Is there a way to synchronize my device or desktop client with Google Calendar?

There are a variety of products that will allow synchronization with Google Calendar. They can be found here: http://www.google.com/enterprise/gallery/apps/calendar.html

[edit] How can I learn more about using Google Calendar?

Aside from the Help menu accessible inside Google Calendar, here is some information on using more advanced features of Google Calendar: http://lifehacker.com/software/google-calendar/geek-to-live--black-belt-scheduling-with-google-calendar-250939.php

[edit] How can I backup the data currently being stored in Google Apps?

Here are some suggestions found on LifeHacker: http://lifehacker.com/software/hack-attack/back-up-your-google-apps-data-281635.php

[edit] Where can I find more help with using Google Apps?

The Google Apps Help Center is a good place to start.

[edit] If I have problems using Google Apps, who do I call?

The ITS/PerceptIS Help Desk takes trouble calls regarding Google Apps through the usual methods.

[edit] How do I change the sending account from my ID xxx##@case.edu to firstname.lastname@case.edu?

When inside of Google Apps webmail, in the upper right, click on "Settings." Then, click on "Accounts" and choose send mail as your firstname.lastname@case.edu email address.

[edit] I sent email from Google Apps mail to my Case email address and it didn't show up in my Google Apps mail account. What's broken?

Sending email from your Google Apps mail account to your Case email address to see if it will get forwarded back to your Google Apps mail account will not work. Google does not allow more than one copy of an email message to be in your Google Apps mail mailbox and sending an email message from your Google Apps mail account saves it in your Sent folder. Therefore, when the email does properly get sent to Case and then forwarded back to Google, Google will silently drop the email since there is already a copy of it in your Sent folder. This is the way Google designed their service and we can not change it. To test if your Google Apps mail mail forwarding is working you will have to send email to your Case account from an email account other than your Google Apps mail account. (or have a friend send you some email)

[edit] Are there any limits on sending email via Google Apps?

There is a limit on message size of 20MB, including attachments. (http://www.google.com/support/a/case.edu/bin/answer.py?answer=6589&topic=10224)

There is a limit on the number of recipients of a message (100 recipients for POP/IMAP, 500 for the web GUI). (http://www.google.com/support/a/case.edu/bin/answer.py?answer=22839&topic=10224) You can use Case's mailing list manager (http://lists.case.edu/) to send email to large numbers of recipients.

[edit] I'm routing my mail solely to Google Apps, but the Case Daily and voice mail messages are being delivered to both my new Google Apps mailbox AND the old mailbox. How do I stop the messages going to the old mailbox?

If you are already provisioned for ONLY Google Apps, follow the instructions in [this attachment].

[edit] If I forward my mail to Google Apps, can I still hear my voicemail messages on the phone?

Yes, no problem. Simply follow [these instructions].

[edit] How can I add a Google Apps Chatback widget to my webpage/blog?

http://www.google.com/talk/service/a/case.edu/badge/New will generate you the HTML to embed into your code.

[edit] I clicked a link for Google Calendar or Google Docs on the start page and it took me somewhere unexpected - what happened?

Some of the Google Apps like Google Calendar and Google Docs are not yet fully integrated with the Single Sign On services. Clicking the wrong link in an application like that will sometimes attempt to take you to a person Google Docs page (for instance) rather than the Case Google Apps Docs page. When the start page widget tries to take you to the personal page, ou get undefined results depending on whether you have a personal non-GoogleApps account or not. Since the links are internal to the widgets, Case cannot make changes to them. Google is aware of the problem and is working towards a solution, but until they have one we can only offer the following work-around. See below:

In the above image, you will see that since we have never logged in to Google Calendar or Google Docs, there are only generic widget displays for those items. Clicking on your calendar or on the "Sign In" link in either widget will not work!

Instead click the link on the title bar link of the widget. That should take you to the correct page.

Note that once you have logged in to the widget using the title bar link, The widget remembers that and returning to the start page gives a much less confusing widget image as seen below.

You can also go directly to the correct pages by going to either http://webcalendar.case.edu/ or http://webdocs.case.edu/

[edit] What about the privacy and security of my data hosted on GoogleApps?

Google covers this topic extensively at this Security, Privacy, and Compliance FAQ entry.

Here is a Google Apps Whitepaper explaining their security features.

[edit] How are confidentiality and privacy addressed for email sent through the current Case email system compared with Case Google Mail?

Communications via email is inherently at risk of disclosure because messages sent via the Simple Mail Transfer Protocol (SMTP), the current standard for email transmission using the Internet, are transmitted in clear text. A useful image is that of a post-card, because the message can be read by anybody along the way as the message packets get sent between email servers. Email sent through the Case email system has the same exposure as email sent through Case Google Mail. The most certain way to ensure confidentiality is to use a full end-to-end email encryption capability.

When users use a webmail client, such as mail.case.edu or webmail.case.edu, the built-in capability of modern web browsers to create an encrypted pathway via Secure Sockets Layer (SSL) or Transport Layer Security (TLS) is used to encrypt the communications between the user and the mail service provider. The objective is to protect the transfer of userID and password from disclosure. This is a definite must while using wireless networks.

Unencrypted emails have various levels of security as they travel from one place to another: 1) Sign on 2) Email server storage 3) Email in transit between the user's computer and the email server 4) Email in transit between email server and the email server of the recipient

[edit] Sign on security

Whether you use a client such as Outlook or Thunderbird, your settings (as recommended by Case) should employ SSL or TLS. A Case user on the CaseGuest wireless netork or any public wireless hot spot MUST use VPN to protect their credentials from being intercepted if they have not set their mail client to use SSL or TLS.

[edit] Email server storage

Email currently stored on the iPlanet email server is not encrypted, but it is protected by multiple layers of security. Email stored on Google servers is similarly not encrypted. However, Google does not store emails in a format that would be easy for someone to access, AND their email servers are distributed across the world. Therefore, the Google email service is likely more secure that our current iPlanet implementation.

[edit] Email in transit between your computer and our email server

If you use a client with SSL or TLS, your email is encrypted between your computer and the email server (whether it is Case or Google). The case webmail configuration uses SSL by default for authentication.

[edit] Email in transit between our email server and the email server of the recipient

Email sent from one email server to another is sent IN THE CLEAR. There is no security or encryption of messages sent between mail servers.

The only way to send secure emails end-to-end is to encrypt emails at the source and have them decrypted at the other end. This is completed by the use of a Public Key Infrastructure (PKI) using tools like PGP or GPG, or digital certificates.

[edit] How long will ITS support Google Apps?

ITS has committed to support Google Apps at least through June 30, 2013. So even if ITS chooses to implement a different system before that time, ITS will continue to support Google Apps to that date.