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Cloud Services Frequently Asked Questions

IT Connect > Teamwork and Collaboration Tools > Cloud Services > FAQs

Cloud Computing at the UW

General
Contracts and appropriate use
Services Offered
Availability and Signup

General

What is cloud computing?

Cloud computing generally refers to email, calendaring, document sharing, and other collaborative and communication tools hosted by an external provider via the Internet ("in the cloud").

Why is UW interested in cloud computing?

The UW is utilizing cloud services to help us meet our strategic goals of providing state-of-the-art personal productivity and collaboration tools to the UW community, while at the same time reducing costs for providing "commodity" IT and enabling us to re-focus technology staff on other high priority activities. Some of these services are offered at no charge to academic institutions, and many UW students and employees are already familiar with the services through their individual use of them.

Are there advantages to using the cloud services for email?
  • The cloud email services offer more storage space than the on-premise email accounts offered to UW students, staff, faculty, and alumni.
  • Many users may already be familiar with the user interface for Google and Microsoft email.
  • The services offer integrated instant messaging.
  • The services are easy to use with your mobile phone.

Contracts and appropriate use

Does UW have contracts in place with cloud providers? What is covered by UW's contracts with these cloud providers?

The UW has contractual agreements in place with Microsoft (for UW Windows Live email and calendaring only) and Google (for UW Google Apps). The contracts define the providers' responsibilities for security and confidentiality, data breaches, costs of notification, and limitations of liability, as well as specifying the UW's ownership of data and intellectual property stored in the providers' systems. The contracts also provide for compliance with Family Educational Rights and Privacy Act (FERPA) regulations by identifying each provider as a "School Official" as defined in FERPA, which means they accept certain duties pertaining to handling of student records. Contract provisions do not apply to the Microsoft Consumer Services denoted by an asterisk in the table below.

What sorts of purposes can/should I use UW Windows Live and UW Google Apps for?

These cloud services fall under the general category of Software-as-a-Service (SaaS) and therefore are primarily oriented to individual use and team collaboration. They are great for personal productivity, communication, document-sharing, and collaboration across many teaching, research, or administrative functions.

These services are NOT appropriate for addressing data storage needs of departments or other organizational business units, nor are they appropriate for programmatic sharing of large automated datasets. Note: There are other for-fee cloud services such as Amazon Web Services (S3) or Microsoft Azure that may serve organizational needs to store institutional data.

What types of UW data cannot be put out in the contracted cloud services?

The UW has concluded that the two contracted cloud services (UW Windows Live and UW Google Apps) are acceptable for ANY data EXCEPT the following:

  • HIPAA-protected Personal Health Information
    If you deal with Health Insurance Portability and Accountability Act (HIPAA) data, you may not use an external provider for email, or documents that contain Protected Health Information.
  • Export-controlled data
    If you deal with "export controlled" information, or any federally "classified information," you may not utilize any external provider for any such email or data. Check with the UW Office of Sponsored Research if you are unsure if this applies to you.

Faculty and staff are also reminded that Microsoft Consumer Services (denoted with an asterisk in the table below) are not covered by the UW contract with Microsoft. Microsoft Consumer Services are provided by Microsoft direct to the End User and the legal relationship with regard to the use of the Microsoft Consumer Service will be solely between Microsoft and the End User.

If you are unsure whether a given type of information is acceptable for use in cloud services, contact the appropriate Data Trustee or Data Custodian as the final authority.

Some departments, such as UW Medicine, may have further restrictions on use of cloud services. Be sure to confer with your departmental Compliance Office to verify specific policies.

What are some general guidelines for using sensitive information in the cloud services?

While the UW has determined that the two contracted cloud services (UW Windows Live and UW Google Apps) can be used for most types of institutional data, appropriate care should be taken to minimize institutional risk, including doing the following:

  • Remove sensitive data from cloud collaboration spaces as soon as it has served its purpose.
  • Take great care to share folders and files only with intended recipients.
  • Share extremely sensitive data, such as Social Security Numbers or other Personally Identifiable Information, only when absolutely necessary.

Can I forward my UW email to a personal email account (e.g. Gmail, Yahoo, Hotmail, etc.)?

If you are a UW employee (faculty, staff, or student employee) and you forward your UW email to your personal email account, you may put yourself and the University at substantial risk because the "End User Agreements" you sign to use those personally contracted services do not provide necessary provisions to comply with state and federal laws, regulations, and procedures. On the other hand, when your UW email is handled by a UW contracted cloud provider, the provider is contractually obligated to handle security, privacy, public disclosure requests, and other legal issues in coordination with UW personnel.

Furthermore, FERPA regulations prohibit using a private email account for sending or storing student educational records, whereas the contracts UW has with the contracted cloud providers do include appropriate FERPA compliance language.

Do I need separate cloud accounts to keep my personal life separate from my UW life?

If you are a UW employee (faculty, staff, or student employee) you should be aware that UW records and data are owned by the University and are subject to public records requests regardless of where they are kept, even if stored in your personal accounts. Plus, "consumer," or personal, cloud services do not include necessary contractual protections for handling of UW data and information. It is therefore best to use a UW contracted cloud service for UW-related work, and a personal account provider for personal use.

When I signed up for UW Google Apps and/or UW Windows Live, I accepted a UW Appropriate Use agreement. Remind me what it said?

The UW Appropriate Use guidelines you accepted when signing up for either service included the following, or similar, language:

To use this service you must agree to:
  • Follow UW computing rules.
  • Be aware of special restrictions in those guidelines on use of UW Confidential Data, such as Protected Health Information (PHI), Personally Identifiable Informatino (PII), or Export-controlled data.
  • Acknowledge that UW data is the property of the University and that you will return, upon request, any UW data that you place in a cloud service or other external repository.
  • Report any inappropriate use upon discovery.

I agree to and understand the appropriate use guidelines.

Services

What services are offered through the cloud?

Try both! The following table highlights some of the services and applications available with each.

UW Windows Live


Powered by Microsoft Live@Edu

UW Google Apps


Powered by Google Apps for Education Edition
Outlook Live

Email and Calendaring

UW Outlook Live provides ad-free 10 GB mailbox for email, calendar, and contacts; email forwarding to your Windows Mobile or iPhone; continued use of your @uw.edu or u.washington.edu email address
Gmail

UW Google Email

Ad-free email with over 7 GB (and growing) of storage; continued use of your @uw.edu or u.washington.edu email address
Messenger

Messenger*

Live chat, voice, and video communication onyour computer and mobile device
Calendar

Google Calendar

Schedule meetings, create events, and share calendars
SkyDrive

SkyDrive*

Store, access, and share your files anywhere online with 7 GB of storage
Google Docs

Google Docs

Create, store and share documents, spreadsheets, and presentations online
Spaces

Spaces*

Online workspace for collaboration
Google Sites

Google Sites

Create Web sites and incorporate photos, videos, calendars, and more
Photos

Photos*

Tag and share photos and make slideshows
Google Talk

Google Talk

Instant messaging and computer-to-computer voice calling

* denotes Microsoft Consumer Services

Note: Some departments may have restrictions on employee use of cloud services. Be sure to confer with your department to verify specific policies.

Do I have to choose one of the cloud services for my email?

Students, alumni, and many current faculty and staff can choose any of the following options for their email:

These options may change at a future date.

If one of the above options is not selected, email messages sent to your UW email address (UWNetID@u.washington.edu or UWNetID@uw.edu) will be returned to the sender as undeliverable.

UW Medicine clinical faculty and staff are prohibited from forwarding email to cloud services, including UW Windows Live and UW Google Apps.

Will I be charged for email cloud service in the future?

Both Microsoft's Live@Edu and Google Apps Education Edition platforms are being made available to academic institutions at no charge. Consequently, no student or departmental fees will be needed for the basic services. Both vendors offer additional "for fee" services that include higher service level and compliance guarantees (e.g., eDiscovery) that are critical for some populations of UW personnel. We are evaluating the cost, benefit, and billing structure of these services; however, the costs for these vendor-billable services will be passed along to users or departments that elect to use them.

Will I still have a "UW-branded" email address?

Yes. You will continue to send and receive email using your existing @u.washington.edu and @uw.edu email addresses.

Can I use my mobile device with either or both of the cloud options?

Yes, both services allow connections via mobile devices. Please see the individual sections below for information on how to connect your mobile device to UW Google Apps or UW Windows Live services.

Availability and Signup

Are UW-contracted cloud computing services be available to me?

UW Windows Live and UW Google Apps are available to all UW students, alumni and former students, as well as current faculty and staff. Employee eligibility for cloud services follows the same practices as for UW Email (i.e. an employee loses eligibility approximately two pay periods after separation is processed in the payroll database), though employees often have multiple affiliations which may result in continued service eligibility. Here is a complete matrix detailing eligibility: 


Current Status with UW UW Email (Deskmail) UW Windows Live UW Google Apps
Students
 No
 Yes
 Yes
Alumni & Former Students
 No
 Yes
 Yes
Applicants
 No
 No
 No
Faculty & Staff
 Yes
 Yes
 Yes
Retired Faculty & Staff
 No
 Yes
 Yes
UW Medicine Workforce Yes No* No*
Shared NetIDs Yes Yes Yes
Sponsored NetIDs (Computing Services required) Yes Yes Yes
Development Affiliate No Yes Yes
Affiliate Employee (e.g. Henry Art, Howard Hughes) No Yes Yes
Minimum Service Clinician (e.g. Fred Hutch, SCCA) No No No

*Members of the UW Medicine Workforce cannot forward any UW mail to either cloud service but may setup each service without changing forwarding.

How do I sign up for cloud services?

If you are eligible for cloud services, you can activate your UW Windows Live ID and/or UW Google Apps account by going to your UW NetID Manage page and clicking on the UW Windows Live or UW Google Apps links on the left. (The links will only appear for you if you are eligible for the service.)

UW Google Apps for Education

General
Setup & Access
Email Address & Delivery
Sharing & Collaboration
Privacy & Security
Leaving

General

Can I sign up for UW Google Apps if I have also signed up for UW Windows Live?

Yes, you can have both a UW Google Apps account and a UW Windows Live account although you must choose ONE location where your @u.washington.edu and/or @uw.edu email will be delivered. You can see or change where your UW email is being delivered on the Manage UW NetID Resources page.

Can I sign up if I already have a personal Google Apps or Gmail account? And what is the difference between a personal Google account and UW Google Apps?

You can sign up for a UW Google Apps account even if you already have a personal account on Google. UW Google Apps is a separate account that allows you to send and receive Google email using your @u.washington.edu and @uw.edu email addresses. A UW Google Apps account provides the benefits of Gmail in an ad-free environment.

Google provides many different services and they are used in different contexts. The services are referred to by names like Standard, Premier, Education, Team and Partner Editions. Educational institutions, businesses and others may use Google services by setting up sites with their domain. The University of Washington uses "uw.edu" for our Google Apps for Education service.

You may have multiple accounts for different Google services. If you have used another Google Apps service, or have a Standard Google account, you can still activate your UW Google Apps for Education service. The result will be separate accounts at Google. You will use your UW NetID password to access UW Google Apps for Education, but any previous Google accounts will retain the username and password you had already established.

Can I sign up if I once had a MyUW.net account? Will my MyUW.net address continue to work?

Yes. Though the MyUW.net service has been discontinued, former MyUW.net users are welcome to move to UW Google Apps or UW Windows Live. However, there are some important things to note and consider:

  • UW Google Apps accounts have a default email address of UWNetID@uw.edu. Users can also choose to use their UWNetID@u.washington.edu email address from the Manage UW Google Apps page. If you want to use your UWNetID@myuw.net email address as your return email address, you will need to configure your UW Google Email account by following the instructions in the What is my default return email address and how can I change it FAQ for UW Google Apps.
  • The signup process for UW Google Apps will change your @u.washington.edu email forwarding if you choose to do so. You should also choose to change your MyUW.net email forwarding as well.

What happens if I had previously signed up for Google Apps with my UW identity?

If you have more than one Google Apps accounts with your UW identity and log in to both at the same time with the same browser, some links you click on in one identity may take you to the other identity. It is OK to have multiple accounts but just be aware of the potential for confusion when navigating through them at the same time.

Why are some UW Google Apps services slightly different from similar services that are publicly provided by Google?

Google offers many different services, both within their "Google Applications" category and others too. The specifics of what is included in any particular service is controlled by Google.

I just got an email asking me to verify my account information for Google. Is it legitimate?

The University of Washington and Google will NEVER ask you to verify your account information via email. If you receive such a request, you should report it as spam and delete it. Do not respond to the message.

You should never send personal information, including your account name and password, via email. If you do accidentally share your account information with anyone, please change your password immediately and contact UW Information Technology (help@u.washington.edu or 206-221-5000) for further assistance.

Setup & Access

After I activate UW Google Apps, do I need to configure anything or will it just work?

You aren't required to configure anything after activing your account in order to use UW Google Apps. You may, however, want to establish a separate UW Google Apps password in order to access your account with a desktop email program or mobile device. You can set the password on the Manage UW Google Apps page. You can also choose to transfer your existing UW email to your UW Google Apps account.

I just activated my UW Google Apps account but my email from my UW account isn't there. How do I transfer my existing email messages?

You can find instructions on how to transfer your existing messages on the Transferring Email From a UW Email Account to UW Google Email page.

How do I log in to UW Google Apps?

You can access the various UW Google Apps with your UW NetID and password at:

If you are accessing your UW Google Email through anything other than a Web browser (e.g. a desktop email program or mobile device), you will need to set a separate UW Google Apps password. You can do so on the Manage UW Google Apps page.

Note: If you are trying to access your UW Google Email from outside of the country and the above URL does not work, you can try accessing it at http://mail.google.com/a/uw.edu/

I'm trying to log in to UW Google Apps but I get an error about my credentials not being verified. What is wrong?

Users who have multiple UW NetIDs may receive the following error when trying to log in to UW Google Apps:

If you receive that error, please call the UW Information Technology Service Center at 206-221-5000 to have your UW NetIDs consolidated into a single one.

I have forgotten my UW Google Apps password. How can I reset it?

If you are accessing your UW Google Apps account via a Web browser, you can log in with your UW NetID and password. You don't need a separate UW Google Apps password for browser access. If you have forgotten your UW NetID password, you can find information on how to reset it in the Your Password section of the Accounts and Passwords page.

If you are using a desktop email program or mobile device that requires you to use a separate UW Google Apps password and have forgotten that password, you can reset it on the Manage UW Google Apps page.

How do I use my mobile device with UW Google Apps?

You can find information on how to set up your mobile device to access your UW Google Apps email, calendar, and more on Google's Mobile Help page. Use the pull-down menu to select your type of phone, then follow the links to learn about the various Google products available for your phone. Your user name will be UWNetID@uw.edu where UWNetID is replaced with your own UW NetID. The password you will need to provide is your separate UW Google Apps password that can be set on the Manage UW Google Apps page.

You can also point your mobile device's Web browser to http://gmail.uw.edu/ to access your UW Google Apps email account after it has been activated. Using the Web browser, you will log in with your UW NetID and password.

Can I use other email applications to read my UW Google Email?

Yes. In addition to using your Web browser or mobile phone to access your UW Google Email account, you may use many desktop email programs such as Outlook, Thunderbird, Mac Mail, and others. Doing so will require the following setup steps:

  1. Determine if your email client is one of Google's supported IMAP clients or supported POP clients. If it is a supported IMAP client, plan to use that option over POP in step 3 below.
  2. Create a separate UW Google Apps password on the Manage UW Google Apps page.
  3. Use your Web browser to connect to your UW Google Email (remember to use your UW NetID password rather than the separate password you established in step 2). Click on "Settings" in the upper right; click on "Forwarding and POP/IMAP"; click "Enable IMAP" unless your email program must use POP (if so, choose one of the POP options).
  4. Click on the "Configuration instructions" link in the "Settings" page for either IMAP Access or POP Download, depending on the choice you made in step 3. Proceed to choose the appropriate link for instructions on how to configure your email program. Remember that your email address and username will both be your UWNetID@uw.edu rather than username@gmail.com.
  5. Be sure to "Save Changes" to the Settings where you enabled IMAP or POP.

When I try to connect to UW Google Email I get a "Google Apps - Invalid Email" error. What is wrong?

That error indicates that the account used to log in to UW Google Email does not match an existing UW Google Apps account. The error looks something like this:

This error may mean your Web browser is already logged in to the UW NetID Weblogin service using a UW NetID for which the UW Google Apps service has not been activated. If you have not yet activated your UW Google Apps service, you should do that first from the UW Google Apps tab on the Manage UW NetID pages.

If you have already activated your UW Google Apps service, quit the Web browser, then try to connect to UW Google Email again by visiting http://gmail.uw.edu/. You should be redirected to the familiar UW NetID Weblogin page to log in. Be sure to enter the UW NetID and password for the account that has already activated the UW Google Apps service.

To check to see if you have an active UW Google Apps service, visit the Manage UW Google Apps page. You should see your account status listed as Active.

How do I change my name in UW Google Email?

If you want to change how your name is displayed on your UW Google Email account, log in to your account at http://gmail.uw.edu/ and click on the Settings link. Click on the Accounts tab and where it says Send mail as:, click on the "edit info" link. A new window will open where you can enter your choice of text for your Name and save your changes.

I have signed up for a UW Google Email account but my existing UW email is not there. What do I need to do to transfer my existing email?

You can find instructions on how to transfer your email on the Transferring Email From a UW Email Account to UW Google Email page.

If I have data stored in other Google accounts, how can that be transferred to UW Google Apps?

Some people who use a UW Google Apps account may have email, documents or other data that they would like to move from some other place into UW Google Apps. This document will address transferring data from other Google services. The other services might be a public Gmail or other Google account, or one or another Team Edition sites. The information here should apply when moving data from any other Google site to UW Google Apps.

Note that UW Google Apps does not include every service that Google offers. For example, Google offers Blogs via blogspot.com but UW Google Apps does not currently include a parallel service.

Transferring Gmail

Google provides "Mail Fetcher" which will copy messages from other accounts. Google's instructions for this are on their Get mail from other accounts page.

Transferring Gmail Contacts

You can transfer contact information using the Export and Import features of Google Contacts. Use of Export is straightforward. For information about importing contacts see Google's Importing contacts and mail page. For Google's help with Contacts, including troubleshooting import problems, see the Managing Contacts help articles.

Transferring Google Documents

There are no tools for a simple transfer of sets of documents. If you need to move many documents, be prepared for some tedious work. First use Google Documents to select the documents you want to transfer. You may select one or many at a time. Then use "More actions" and export the selected documents to your computer. Afterward, log into your UW Google Apps account and use the Upload tool in Google Documents to copy the files from your desktop computer. Upload will only work with one file at a time.

There are limits to file sizes and embedded images. See Google's help on Getting to know Google Docs size limits.

For general help with Google Documents, see the Google Docs Help site.

Transferring Google Sites

There are no tools to transfer Google Sites. Transfer can be accomplished by using a Web browser to open the page to be transferred, having the browser copy (either the display or the HTML view), and then moving to your UW Google Apps Site and pasting the data to a new page. You will almost certainly have to make some changes to get things to display correctly.

Google Sites also disallows the uploading of HTML, CSS, and JavaScript files due to various security reasons. There is some discussion of this topic on this Google Sites FAQ page.

For more help on Google Sites, see the Google Sites Help page.

Transferring Google Calendars

Depending on your circumstances, you may want to export data from an existing calendar and import that to your UW Google Apps calendar or your needs may be met by sharing the previous calendar with your new one. For help with export and import, see Google's Import and Export help page. For help with sharing calendars, see Google's Share your calendar and Share your calendar with specific users help topics. For more help with Google's Calendar, see the Google Calendar Help site.

Transferring Google Tasks

There is no way to transfer your task data into your UW Google Apps task list. But you can use the "Email task list" feature within the Tasks application to send the data in an email message to your UW Google Apps account. For more help, see Google's Using Tasks page.

Email Address & Delivery

What is my default return email address and how can I change it?

Your default return email address for UW Google Email is UWNetID@uw.edu where UWNetID is replaced with your own UW NetID. If you prefer to use your @u.washington.edu address, you can update the "Send mail as:" value within Google. To do so:

  1. Log in to your UW Google Email account at http://gmail.uw.edu/
  2. Click on the Settings link.
  3. Within the Settings section, click on the Accounts tab.
  4. In the "Send mail as:" section, click on the "Add another email address you own" link and follow the instructions provided.
  5. Make sure you choose to set the new address as your default if you want UW Google Email to automatically use it as your From address.

Please note that if you are subscribed to a mailing list with an address other than UWNetID@uw.edu, you may need to update your From address or your mailing list subscription address in order to continue posting messages to the list.

Why does email I send from my UW Google email to my UW address not get forwarded back and delivered to me at Google?

Google discards messages when they are sent from a Google account (public Gmail or any special Google service like Team or Education edition) and come back to that same account for delivery, unless the To address matches your UW Google Email account setting "Send mail as:" value. This problem affects only email you send to yourself; messages from others are not affected.

To configure your UW Google Email account so that messages you send to UW addresses which forward back to your UW Google Email account will not be discarded, you must add to your UW Google Email settings a "Send mail as" entry for each of the UW addresses you might use. For example, the addresses might be:

your_UW_NetID@u.washington.edu
your_UW_NetID@washington.edu
your_UW_NetID@uw.edu

To configure your UW Google Email account:

  1. Log in to your UW Google Email account at http://gmail.uw.edu/
  2. Click the Settings link.
  3. Click the Accounts link.
  4. In the Send Email As: section, click "Add another email address."
  5. Follow the instructions provided regarding confirmation to add your email alias address(es).

After completing the confirmation, your email to yourself will get delivered. If there are further problems regarding email delivery to Google, check that your UW forwarding is set properly, then consult Gmail support services at http://mail.google.com/support/

Why don't copies of messages I send to a mailing list get delivered in my Google inbox?

Google has a built-in filter that keeps messages you send from your Google Mail account to a mailing list from being delivered to your inbox. The message will only appear in your "Sent Mail." For more information, see Google's answer to this question.

Note that if you are subscribed to a Mailman list, you can edit your subscription options to receive a confirmation of your post even though Google won't deliver an actual copy of your post. To do so, go to the list's "listinfo" page, e.g. https://mailman.u.washington.edu/mailman/listinfo/listname (where listname is replaced with the actual name of the list). At the bottom of the page, click on the "Subscribe or edit options" button and then log in. Once you are logged in to the Options page, you can set the "Receive acknowledgement mail when you send mail to the list" option to Yes and submit your changes.

Why do I get an email bounce notification when trying to set my return address in Google Mail?

If the email address you are trying to use as your return address forwards to another address (e.g. you are trying to set your @u.washington.edu address but it forwards to your UW Outlook Live account which uses user@ms.uw.edu), the notification email that Google sends out will be returned to you because it was "forwarded more than the maximum allowed times."

The solution is to change your email forwarding, at least temporarily, to your UW Email account or your UW Google Email account. You can update your UW email forwarding on the Manage UW NetID pages.

If I forward email to my UW Google Apps inbox, will I still have UW spam filtering and my junk-mail folder?

No, but Google uses its own spam filtering and virus checking. For more information see Google's Spam FAQ.

I have my UW email set to forward to another address. Can I keep doing that and still use UW Google Apps?

Yes, you may activate and use UW Google Apps regardless of where you set your UW email forwarding.

Sharing & Collaboration

Can I give someone delegated access to my email and contacts on UW Google Apps?

Yes, you can give up to ten people delegated access to your email and contacts through their own UW Google Apps accounts without the need to share your password. More information about how to do so can be found on Google's Grant Access to Your Account page. The process will require the delegate to accept the access and it may take up to an hour for the change to take effect on the delegate's account.

How can I share my calendar with someone else or open someone else's shared calendar?

Sharing Your Calendar with Others

By default, your calendar and the events in it are private (viewable only by you). You can, however, choose to share your calendar or specific events with others. For more information about how calendar and event sharing works, see Google's Calendar Sharing Options for Google Apps page. Remember that if you are sharing your calendar with your colleagues at the UW, you must use their @uw.edu address (rather than @u.washington.edu) so they can access the calendar through their UW Google Apps service.

Accessing Shared Calendars

When someone else has shared a Google calendar with you using your @uw.edu email address, you will recieve an email notification and the calendar will automatically appear for you in your list of calendars.

If you think you should have access to someone else's calendar, click on Add under the Other calendars section and choose Add a friend's calendar. Enter the email address of the account holder (use their @uw.edu address if you are trying to add the calendar of someone using UW Google Apps). If you have the proper permissions to view the calendar, it will be added to your calendar list. If you don't have permission to view the calendar, you will be prompted to request access. You can modify the suggested text of the request if you desire; when finished, click the Send Request button.

How can I add one of the UW Events calendars to my UW Google Apps calendar?

If you would like to add a UW Event calendar to your UW Google Apps account, start by first selecting the calendar you wish to add on the Calendar of Events page. Click on the link to view the calendar, then click the Export Public Events link in the upper right corner of the calendar. You can specify a start and end date for the calendar, then change the Format option to webcal. Check the Subscription URL box and click on the Retrieve Data button. A new page will be displayed with a URL listed; keep that page open as you will need to copy and paste the URL in a later step.

Open a new browser window and log in to your UW Google Apps account. Click on the Calendar option to view your calendar. Under Other calendars, click the Add option and select Add by URL. Paste the URL from the prior steps into the URL box and click Add Calendar. If you wish to change the name of the calendar, click on Settings in the Other calendars section. Click on the webcal link that is listed in your list of other calendars, and update the Calendar Name setting. Click Save when finished. Click the Back to calendar link to return to your calendar.

How can I share a document with someone or open a document that has been shared with me?

Sharing Your Documents with Others

The important thing to remember about sharing documents in UW Google Apps is that you need to use the @uw.edu address (rather than @u.washington.edu) for your colleagues at the UW when sharing documents with them. That will allow the individuals you are sharing with to access the document with their UW Google Apps service.

Google has provided information about how to share your documents with others. Here are links to some of Google's documentation:

Accessing Shared Documents

When someone has given you access to a shared document on Google, you should receive an email message with a link to access the document. If you click on the link, you will be prompted to log in with your UW NetID and password (if you are not already logged on to UW Google Apps) and then the document will open in your Web browser. You must have activated your UW Google Apps service in order to access a document that has been shared with you. If you receive a "Google Apps - Invalid Email" error, make sure your UW Google Apps service is activated by going to the Manage UW Google Apps page.

Even if you did not receive an email about a document being shared with you, you can still access any shared documents by logging on to your UW Google Docs site at http://gdocs.uw.edu/. Your own documents as well as any that have been shared with you will be listed on that page.

How can I share my UW Google Apps site with someone or access a site that has been shared with me?

Sharing Your Site with Others

You can control who has access to view your Google Sites, as well as designating other owners and collaborators. Google has published an overview of site sharing that is a good place to start learning about your site sharing options. For step-by-step instructions, see Google's Controlling Access to Your Site page. Remember that if you are sharing your site with specific individuals at the UW, you must use their @uw.edu address (rather than @u.washington.edu) so they can access the site using their UW Google Apps service.

Accessing a Shared Site

When someone has given you access to a Google site, either as an owner, collaborator, or viewer, you should receive an email message with a link to access the site. If you click on the link, you will be prompted to log in with your UW NetID and password (if you are not already logged on to UW Google Apps). You must have activated your UW Google Apps service in order to access a site that has been shared with you. If you receive a "Google Apps - Invalid Email" error, make sure your UW Google Apps service is activated by going to the Manage UW Google Apps page.

Even if you did not receive an email about a site being shared with you, you can still access any shared sites by logging on to UW Google Sites at http://gsites.uw.edu/. Your own sites as well as any that have been shared with you will be listed on that page.

Privacy & Security

Is my UW Google Apps account secure and private?

This service is being provided by the University of Washington as an email/collaboration system. University policies apply to the service.

Google Apps for Education accounts have been customized for optimal educational collaboration. The University of Washington has taken steps to ensure that student data is protected above and beyond a publicly available account. As an organization, Google is currently SAS 70 Type I compliant.

Google has promised to uphold a strict privacy policy and to always treat personal information with the utmost care and security. Read more about Google Privacy & Security. Google has agreed that University of Washington student data is subject to the Family Educational Rights and Privacy Act (FERPA) when in Google's possession.

How can I update the sharing or privacy settings of my UW Google Apps calendar?

By default, UW Google Apps calendars are set to not be shared with others. You can elect to share your free/busy time or full calendar details with others in the UW domain or with the entire world by following these steps:

  1. Log in to your UW Google Apps calendar.
  2. Click on the Calendar settings link in the upper right corner.
  3. Click on the Calendars tab. Your current sharing settings will be listed in the SHARING column.
  4. Click on the link in the SHARING column to change your calendar sharing options. Choose from the following options:
    • Share your calendar with anyone ("Make this calendar public"). Be aware that this option will result in your calendar events appearing in public search results of Google Calendar and Google Web Search if you also elect to have the public "see all event details." You can also elect to share only your free/busy information.
    • Share your calendar only with others in the UW domain ("Share this calendar with everyone in the organization UW"). You can also elect to share only your free/busy information.
    • Or not share your calendar (by unchecking the share options).
  5. When finished selecting your preferred sharing options, click the Save button to save your changes.

I have opted not to publish my information in the UW Directory. Will my privacy be protected if I activate a UW Google Apps account?

Yes. Google does not publish your account information or make it available to anyone in a directory-type setting.

How is my personal data used by Google?

You can read about Google's security and privacy FAQs for Google Apps accounts. UW Google Apps accounts do not contain targeted advertising and are not scanned for advertising purposes.

Is my UW Google Apps information publicly available?

By default information in UW Google Apps accounts is not publicly available. Users can personally configure each tool to meet their specific needs. Information can be protected by only granting access to trusted individuals. Please exercise caution when sharing information with others for added protection.

Leaving

I have all of my email on UW Google Email but I need to move it back to UW Email. How can I move my email?

If your email is currently on UW Google Email but you need to move it to the UW Email service, you can find instructions on how to do so on the Transferring Messages Back to UW Email page. Be aware that the UW Email service for most UW students will be expiring in June 2011.

How do I deactivate my UW Google Apps service and what will happpen if I do? Is my data purged? Can I change my mind and reactivate?

You can deactivate your UW Google Apps service via the Manage UW Google Apps page. As long as you are eligible, you may return to the account management page and reactivate the account at any time. Deactivating your account puts it into a suspended state and no data is purged.

What will happen to my UW Google Apps service when I leave the University?

If you are a student, alumnus, or former student, your UW email address and your eligibility for UW Google Apps will continue to exist. You'll have the service indefinitely, unless Google discontinues the service or the UW-Google contract is terminated. Services for former employees who are not otherwise eligible will expire approximately two pay periods following separation from the University. The offerings within UW Google Apps may change as Google services evolve.

UW Windows Live

General
Setup & Access
Email Address & Delivery
Privacy & Security
Leaving

General

Can I sign up for UW Windows Live if I have also signed up for UW Google Apps?

Yes, you can have both a UW Google Apps account and a UW Windows Live account although you must choose ONE location where your @u.washington.edu and @uw.edu email will be delivered. You can see or change where your UW email is being delivered on the Manage UW NetID Resources page. Note: For using a Shared UW NetID with this service, see UW Google Apps and Shared UW NetIDs.

Can I sign up if I already have a personal Windows Live account and Windows LiveID?

Yes. UW Windows Live is a separate account that allows you to send and receive UW Outlook Live email using your @u.washington.edu and @uw.edu email addresses. A UW Windows Live account provides the benefits of Outlook Live email in an ad-free environment.

Can I sign up if I once had a MyUW.net account? Will my MyUW.net address continue to work?

Yes. Though the MyUW.net service has been discontinued, former MyUW.net users are welcome to move to UW Windows Live or UW Google Apps. However, there are some important things to note and consider:

  • UW Windows Live accounts have a default email address of UWNetID@uw.edu. Users can also choose to use their UWNetID@u.washington.edu or UWNetID@myuw.net email address from the Manage UW Windows Live page.
  • The signup process for UW Windows Live will change your @u.washington.edu (@uw.edu) email forwarding if you choose to do so. You will also want to change your MyUW.net email forwarding as well.

What happens if I had previously signed up for Windows Live with my UW identity?

Most people who signed up for a Windows Live ID with their UW email address used their @u.washington.edu address. Those people can continue to use their @u.washington.edu Windows Live ID and it will remain separate from this new UW Windows Live service. However, no new Windows Live IDs in the @u.washington.edu domain can be created.

If, however, you have a Windows Live ID that uses your @uw.edu address, that Live ID and associated content will be "lost" if you sign up for the UW Windows Live services.

I have a personal Windows Live ID and a UW Windows Live ID. Can I be logged in to both accounts at the same time?

It is OK to have multiple Windows Live IDs but it is not possible to log in to two different Windows Live accounts at the same time using the same browser.

Why am I getting a "reserved domain" error when attempting to set up a new personal Windows Live ID using my u.washington.edu or uw.edu address?

The University of Washington has reserved the u.washington.edu and uw.edu domains with Microsoft for use with our UW Windows Live services. If you would like to sign up for a Windows Live ID with a UW email address but not use the UW Windows Live services, you can use your @washington.edu address.

I just got an email asking me to verify my account information for Windows Live/Outlook Live. Is it legitimate?

The University of Washington and Microsoft will NEVER ask you to verify your account information via email. If you receive such a request, you should report it as spam and delete it. Do not respond to the message.

You should never send personal information, including your account name and password, via email. If you do accidentally share your account information with anyone, please change your password immediately and contact UW Information Technology (help@u.washington.edu or 206-221-5000) for further assistance.

Setup & Access

After I activate UW Windows Live, do I need to configure anything or will it just work?

You aren't required to configure anything after activating your account in order to use UW Windows Live. You may, however, want to update your display name within Windows Live and Outlook Live as they are not set by default. To update your display name in Windows Live, log in to http://home.live.com/ and click on the Profile link. Enter your first and last name, choose whether or not you want others on Windows Live to be able to see your last name, and click the Save button.

Your display name in UW Outlook Live is separate from your display name in UW Windows Live. To update your display name within UW Outlook Live, click on the Mail link if you are already signed in to UW Windows Live or access your UW Outlook Live account directly at https://www.outlook.com/. Click on the Options link in the upper right corner of the screen. In the Account Information box, click the Edit link. You can fill in your first name, middle initial, and last name (all optional). You will also need to change the Display name field. By default, your UW Outlook Live display name is UWNetID@uw.edu and that will be the "name" used in the From line of email messages you send out. Updating your display name changes the From name in your email messages. When you are finished, click on the Save link. Please note that changing your UW Outlook Live display name also updates the information included about you in the Global Address List (GAL). The GAL is available to all UW Outlook Live users.

You may also want to transfer your existing UW email to your UW Outlook Live account.

I just activated my UW Outlook Live account but my email from my UW account isn't there. How do I transfer my existing email messages?

You can find instructions on how to transfer your existing messages on the Transferring Email From a UW Email Account to UW Outlook Live page.

How do I log in to my UW Windows Live account?

You can access your UW Windows Live account at http://home.live.com/. Log in with your UW Windows Live ID and its associated password. Your UW Windows Live ID is UWNetID@uw.edu where UWNetID is replaced with your own UW NetID. To access the other services provided with UW Windows Live, you can follow the links within Windows Live or go directly to the following URLs:

Is my UW Windows Live password the same as my UW NetID password?

No, your UW Windows Live password is separate from your UW NetID password. If you have forgotten or need to change your UW Windows Live password, you can do so on the Manage UW Windows Live page. There is an option at the bottom of that page to Change UW Windows Live Password

I have forgotten my UW Windows Live password. How can I reset it?

Your UW Windows Live password is separate from your UW NetID password. You can reset your UW Windows Live password from the Manage UW Windows Live page.

Can I use my mobile device to access my UW Outlook Live email?

Outlook Live supports the use of mobile devices to connect via Exchange ActiveSync or with a POP or IMAP connection. See Microsoft's help on using Mobile Phones to connect to your UW Outlook Live account. Depending on the type of account access you are using, you may need to provide some or all of the following information:

Name: your name
Email address: UWNetID@uw.edu
Password: UW Windows Live password created on the Manage UW Windows Live page
Incoming Mail Server Host Name: To find your POP3 or IMAP4 server name, sign in to your account at the following address: http://outlook.com. After you sign in successfully, click the drop-down arrow next to the Help question mark, and then click About. The POP3 or IMAP4 server name you need to enter is listed on the About page under External POP setting or External IMAP setting. For more information, see Microsoft's instructions for your particular phone.
User Name: UWNetID@uw.edu
SMTP server: See instructions below on how to determine your correct SMTP server
SSL: Yes

(If you are using an iPhone (version 3.1.2 or newer), you may want to look at these directions provided by the iSchool.)

Can I use other email applications to read my UW Outlook Live email?

Yes. In addition to using your Web browser or mobile phone to access your UW Outlook Live account, you may use many desktop email programs such as Outlook, Entourage, Thunderbird, and others.

First you will need to determine if your email client is one of Microsoft's supported email programs. Some programs will support Exchange, while others support IMAP or POP. We recommend using IMAP over POP if you are using a program that supports both.

Here is information specific to UW Outlook Live and various email programs:

  • Outlook 2007 and Outlook 2010 If you are using Outlook 2007 or Outlook 2010, we recommend configuring it as an Exchange client in order to maximize the number of features it has to offer with your UW Outlook Live account.

    For Outlook 2007, keep the following in mind as you work through Microsoft's instructions for Outlook 2007: In Step 5, enter your email address as UWNetID@ol.uw.edu and Outlook should be able to use Microsoft's autodiscover server to automatically configure your account settings. You will be prompted to log in to the autodiscover-s.outlook.com server and your User Name will be UWNetID@uw.edu and the password will be your UW Windows Live password.

    For Outlook 2010, the process is similar to Outlook 2007 and you can read through Microsoft's instructions on how to Set Up E-Mail in Outlook 2010. In Step 2, enter your email address as UWNetID@ol.uw.edu and Outlook should be able to use Micrsoft's autodiscover server to automatically configure your account settings. In Step 3, you will need to change your user name to UWNetID@uw.edu (from UWNetID@ol.uw.edu) and enter your UW Windows Live password. You may be prompted multiple times to enter your user name and password; each time you will need to change the user name to UWNetID@uw.edu.

  • Entourage 2008, Web Services Edition If using Entourage, we recommend configuring it as an Exchange client in order to maximize the number of features it has to offer with your UW Outlook Live account. As you read through Microsoft's instructions for Entourage 2008 keep the following in mind: In Step 4, enter your email address as UWNetID@ol.uw.edu. In Step 11, your Account ID will be UWNetID@uw.edu and your password will be your UW Windows Live password.
    (The iSchool has also published instructions for configuring Entourage 2008 that you may find useful.)
  • Other programs Microsoft has published instructions for programs that support IMAP and POP. When configuring your program, your user name will be UWNetID@uw.edu and your password will be your UW Windows Live password. We recommend configuring the program to use IMAP rather than POP if you have that option.

(The iSchool has published instructions for Apple Mail/iCal on Snow Leopard to connect to UW Outlook Live using ActiveSync.)

How can I determine the appropriate SMTP server setting for my UW Outlook Live account?

If you are configuring a mobile or desktop email program to access your UW Outlook Live account and need to supply an SMTP server setting, you can determine the correct SMTP server setting for your UW Outlook Live account by logging in to your account at http://www.outlook.com/. The URL will change after you log in, and the first part of the URL will determine the correct SMTP server for you to use.

If the URL starts with: Your correct SMTP server is:
https://bl2prd01 or https://pod51000 pod51000.outlook.com
https://db2prd01 or https://pod51002 pod51002.outlook.com
https://sinprd01 or https://pod51003 pod51003.outlook.com

When I try to log in to my UW Outlook Live account, I get an error about not having an Outlook Web App mailbox. What is wrong?

If you have a Hotmail or other Live ID account that you are not completely logged out of and you try to access your UW Outlook Live account, you will receive the following error:

The solution is to log in to your other account and use the "Sign Out" function to completely log out. You will then be able to log in to your UW Outlook Live account at http://www.outlook.com

If you want to be able to access both accounts at the same time, see Microsoft's information on how to Link Your Account with Other Windows Live Accounts.

How do I set my UW Outlook Live email display name?

Your UW Outlook Live display name is the name used in the From line of messages you send out. It is also included in the Global Address List (GAL) that all UW Outlook Live users have access to. By default, your UW Outlook Live display name is your UWNetID@uw.edu. If you would like to update it, you can do so by clicking on the Options link in the upper right corner of the screen. In the Account Information box, click the Edit link. You can fill in your first name, middle initial, and last name (all optional). You will also need to change the Display name field. When you are finished, click on the Save link.

I have signed up for a UW Outlook Live account but my existing UW email is not there. What do I need to do to transfer my existing email?

You can find instructions on how to transfer your email on the Transferring Email From a UW Email Account to UW Outlook Live page.

During the account signup process, I was told I need permission to use Microsoft online services. Why did I get that and what can I do to finish activating my account?

Microsoft requires all account holders to be at least 13 years of age when activating an account. If you are at least 13 years of age but entered the wrong birth year, follow the instructions provided by Microsoft to enter your credit card information. Your credit card will not be billed and Microsoft will not retain your credit card information after verifying your age.

If you are not 13 years of age or older, you will need permission from your parent or legal guardian to sign up for a UW Windows Live account. Your parent or legal guardian will need to have a Windows Live ID and enter their credit card information for you. The credit card will not be charged and Microsoft will not retain their credit card information.

Email Address & Delivery

What is my default return email address in UW Outlook Live and how can I change it?

Your default return email address is UWNetID@uw.edu where UWNetID is replaced with your own UW NetID. If you would prefer to have your return address be UWNetID@u.washington.edu, you can update it on the Manage UW Windows Live page. In the UW Windows Live Account Information section, click on the Change link next to the Outlook Live "From" address field.

Please note that if you are subscribed to a mailing list with an address other than UWNetID@uw.edu, you may need to update your From address or your mailing list subscription address in order to continue posting messages to the list.

If I forward email to my UW Outlook Live inbox, will I still have UW spam filtering and my junk-mail folder?

No, but Outlook Live uses its own spam filtering and virus checking. For more information see Microsoft's Spam Filtering with Outlook Live FAQ.

How can I keep messages from UW email addresses from being place in my Junk E-Mail folder?

If messages from UW email addresses (e.g. address ending in @u.washington.edu or @uw.edu) are ending up in your Junk E-Mail folder on your UW Outlook Live account, you can add those addresses to a "Safe Senders" list on your UW Outlook Live account. To access the "Safe Senders" list, log in to your UW Outlook Live account and click on "Options" and the "Junk E-Mail" tab. If you do not see the "Junk E-Mail" tab, try using Internet Explorer 7 or later to access your account.

Please note that we do not recommend adding entire domains to your "Safe Senders" list since the From address of spam email is often forged and often appears to be from a UW email address.

I have my UW email set to forward to another address. Can I keep doing that and still use UW Windows Live?

Yes, you may activate and use UW Windows Live and regardless of where you set your UW email forwarding.

Privacy & Security

How does Microsoft use my personal data?

You can read Microsoft's Online Privacy Statement for a full description of how they handle personal information.

Is my UW Windows Live information publicly available?

UW Outlook Live uses a shared address book (Global Address List or GAL) that contains the email addresses of all UW Outlook Live accounts. Your display name in UW Outlook Live will also appear in the GAL. By default, your display name is your email address but if you have changed your display name to use your actual name, that name will also appear in the GAL.

Leaving

I have all of my email on UW Outlook Live but I need to move it back to UW Email. How can I move my email?

If your email is currently on UW Outlook Live but you need to move it to the UW Email service, you can find instructions on how to do so on the Transferring Messages Back to UW Email page. Be aware that the UW Email service for most UW students will be expiring in June 2011.

How do I deactivate my UW Windows Live services and what will happen if I do?

Your UW Windows Live ID cannot be deactivated. You can update your email forwarding so messages are no longer delivered to your UW Outlook Live account by going to the Change UW Email Forwarding page. If you have a need to disable your UW Outlook Live account, please contact UW Information Technology at help@u.washington.edu or 206-221-5000.

What will happen to my UW Windows Live services when I leave the University?

If you are a student, alumnus, or former student, your UW email address and your eligibility for UW Windows Live will continue to exist. You'll have the service indefinitely, unless Microsoft discontinues the service or the UW-Microsoft contract is terminated. Services for former employees who are not otherwise eligible will expire approximately two pay periods following separation from the University. The offerings within UW Windows Live may change as Microsoft services evolve.

Reviewed 12/26/12 | News Feed | News Archive | About IT Connect
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