Contents 1 Can I move the email currently on Case's Sun Server to Google Apps? 2 Can I easily move my Outlook or Thunderbird emails into Google Apps? 3 How Do I Permanently Delete an Email from Google Apps Mail? 4 Can I archive/backup my email locally if I am using Google Apps? 5 How do I change the sending account from my ID xxx##@case.edu to firstname.lastname@case.edu? 6 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? 7 Are there any limits on sending email via Google Apps? 8 How are confidentiality and privacy addressed for email sent through the current Case email system compared with Case Google Mail? 8.1 Sign on security 8.2 Email server storage 8.3 Email in transit between your computer and our email server 8.4 Email in transit between our email server and the email server of the recipient

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

Yes. You can use the GoogleApps Mail Migration Tool to move all of your mail from the Sun Server to your GoogleApps mailbox.

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

Yes. You can use the Google Email Uploader to upload from Thundebrird, Outlook, or Outlook Express. you can also use the aforementioned Google Apps Sync for Microsoft Outlook for Windows which includes an import option.

[edit] How Do I Permanently Delete an Email from Google Apps Mail?

Special Note Regarding Desktop Clients: Desktop email applications such as Thunderbird and Outlook do not delete Google Apps Email with their respective delete operations; rather, they move the mail into the "archive" area. To permanently delete an email, please use the webmail directions in the next paragraph.

Click the checkbox next to the email and select the "Delete" button at the top. This moves the email into the "Trash" area. To permanently delete it, you must empty your trash area. On the left on your labels/folder list, click on the link to show your additional folders/labels (this typically reads "11 more" right underneath your list of labels/folders). Click on "Trash" in that list to access your trash area. Once you are viewing your trash, at the top, click on the "Empty Trash Now" link.

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

Yes. One method is that Google Apps email provides is POP access, which can be used to download all of your mail to your local machine. If you are using an email client (eg, Microsoft Outlook, Mozilla Thunderbird) with IMAP access, you can make copies of your email and save them in a folder on your local system. You can manually copy emails to a local folder or you can set up an email filter to automatically copy email to a local folder. Please note that Google does not make backups of your email and it is not possible to recover an accidentally deleted email from Google (this was true of the legacy Case email too). You are responsible for making your own backup of important email.

[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] 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.