UW Google Apps
IT Connect > Teamwork and Collaboration Tools > Cloud-Based Services > UW Google Apps
Ready to sign up?
Students can sign up now on the Manage UW Google Apps page!
UW Google Apps Services
The University of Washington is partnering with Google to provide a new suite of services to UW students. This new service suite provides:
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UW Google Email
Ad-free email with over 7 GB of storage and continued use of your @u.washignton.edu or @uw.edu email address
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Google Calendar
Schedule meetings, create events, and share calendars
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Google Docs
Create, store, share, and collaborate on documents, spreadsheets, and presentations online
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Google Sites
Create Web sites and incorporate photos, videos, calendars, and more
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Google Talk
Instant messaging and computer-to-computer voice calling
Eligibility and Activation of UW Google Apps
- Eligibility
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UW students, alumni, and former students are currently eligible to sign up for UW Google Apps services. Services will be made generally available to faculty and staff in early to mid-2010; early service is available upon request to help@uw.edu. UW Medicine clinical faculty and staff are prohibited from forwarding email to cloud services, including this Google Apps service.
- Activate
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If you are eligible for UW Google Apps services, you can activate them by going to your Manage UW NetID Resources page and clicking on the UW Google Apps link on the left. (The link will only appear for you if you are eligible for the service.)
The activation process includes (optionally) setting email forwarding to direct messages sent to your UW address for delivery to the UW Google Email inbox.
Using UW Google Apps
- Access
To access your UW Google Apps services after they have been activated, log in with your UW NetID to the UW Google Email service at http://gmail.uw.edu/. The other UW Google Apps will appear as links on that page.
UW Google Email
- Via a Web browser
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To access your UW Google Email with a Web browser, navigate to http://gmail.uw.edu/. You will see the familiar UW NetID Web login page. Enter your UW NetID and password. After authentication is complete, you will be redirected to the UW Google Email page. Help is available there, along with links to other UW Google Apps services you may use.
- Via a mobile device
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To access your UW Google Email with a mobile device or a non-Web email program, you will need to set up a separate Google password and configure your software. For configuration instructions and troubleshooting assistance, see Google's help. You may set up the separate Google password when you activate the UW Google Email service, or later. You can set up or change the UW Google Apps password via the Manage UW Google Apps page.
- Transferring messages
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Do not forward or bounce messages from your existing UW Email account to your UW Google Email account in order to transfer them as this could result in email from the UW being blocked by Google.
If you need to transfer existing email messages from your UW Email account to a UW Google Email account, here are instructions. (Note: MyUW.net users should use these instructions.) The instructions are intended to be used as a self-service tool and UW Technology will not provide assistance with transferring email. There are also commercial tools and services that are available for purchase that will move email from one account to another. You use any services at your own risk, with the understanding that they are not tested, recommended, or endorsed by UW Technology or the University of Washington.
About UW Google Apps Passwords
- You may not need one
Your UW NetID password works for UW Google Apps when you access the services via your Web browser. You will see the familiar UW NetID Web login prompt and no additional authentication will be needed while you use the services from your Web browser. This is known as "Single Sign-On" (SSO) and works because UW Google Apps supports federation with the UW Web authentication service.
- When a separate password is required
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For some uses, a separate UW Google Apps password is required. Those include:
- UW Google Apps access from mobile devices (for example, Android, iPhone, Blackberry, Palm Windows Mobile, and others)
- Email access from non-Web email programs (for example, Outlook, Thunderbird, Apple Mail, Windows Mail, Outlook Express and others)
- Establishing a separate password
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If you need a separate UW Google Apps password, you will establish it, and reset it if necessary, via your Manage UW Google Apps page.
If you choose a change password link presented on a UW Google Apps service page, it will redirect you to the Manage UW NetID Resources page where you can click on the link to UW Google Apps. There you can set a separate UW Google Apps password.
Getting Help
- For problems with activating your UW Google Apps service or changing your password, please contact UW Technology at help@u.washington.edu or 206-221-5000.
- For other problems or questions, UW Technology provides limited assistance in the form of these FAQs.
- For questions regarding the use of your UW Google Apps services, please refer to Google's extensive documentation at the Gmail Help site. Google also has more support options and The Official Gmail Blog with news, tips and tricks for Gmail users. There's also a Gmail Help Forum which is a place for users to connect and answer each other's questions.
- If you have a UW Google Apps support question not answered by
the methods above, you'll need to contact Google. They provide
email support for specific issues only; most of their available
support is through their online help pages.
- For UW Google Mail, follow their troubleshooting steps available on their Gmail Help page, making sure to answer all the questions. If the steps provided don't resolve the problem, you will be able to send them a report.
- For other Google Apps, start with the application's Google Help Center and work through their help and troubleshooting options, and any additional support options provided for the specific application. All their application Help Centers are listed on their Google Help Centers page.
Ending Your UW Google Apps Service
You may deactivate your UW Google Apps service at the Manage UW Google Apps page. Select the Turn Off link next to Account Status.
Usage Policies and Guidelines
Regarding the UW's involvement with cloud computing, you should know that:
- Contracts are in place with Google to address many important legal, regulatory, and compliance issues and to mitigate risk associated with handling of UW data and intellectual property by an external service provider.
- Contract terms cover many but not all types of institutional data.
- Privacy and appropriate use
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All UW "records" -- which includes all electronic data -- are covered by many federal and state laws and regulations, and by state and UW policies. No matter whether your email or other records are hosted within the UW or externally (in the cloud), you are responsible for complying with official UW policies, standards, and guidelines regarding electronic records.
- Please refer to the University's Data Security Standards for a deeper description of relevant data security standards (including the three categories of "confidential," "restricted," and "public").
- See the Know the Rules section of the Safe and Secure Web page for the relevant laws.
Please refer to our Policy page for detailed information and links to specific UW policy and relevant laws.
- Forbidden uses
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There are two types of data for which cloud-based services cannot be used: health-care (HIPAA-protected) and Export-Controlled. Be sure to read the Appropriate Use page for more details.
