From Friday 22 May you will no longer receive daily ‘Quarantine Summary’ emails. Instead, spam will be filtered directly into your Spam folder accessible from within Gmail. Staff are advised to check this folder regularly for any "missing" emails.

In addition, all sent and received messages can be accessed via the Google Apps Vault. The process of setting up personal archives in Google Apps Vault will occur over the next four weeks. During this time archived messages will still be available in Postini.

Personalised approved and blocked sender lists will automatically be transferred and managed within Gmail. View the how to guide.  

Benefits and changes include:

Benefits

  • Inter-office email addresses can no longer be mistakenly marked as spam
  • Easier management of spam and archived messages
  • Google Apps Vault contains all messages and is easily searchable across your entire archive.

Changes

  • Daily Quarantine Summary emails no longer sent
  • Spam and archived messages no longer managed in Postini

Visit the Google Apps page to learn more about Google Apps Message Security, Google Apps Vault and how to get started.

For any queries or questions, please contact the HelpDesk (onehelp@mq.edu.au) or call ext. 4357

(HELP).

 

Today you'll notice that Google Drive, Google Hangouts and Google Plus are now available in your University Google account.

This means extra ways to share, collaborate and communicate inside and outside of Macquarie using some of the same products already in use within our student body.

What's new?

Google Drive - personal storage, documents, spreadsheets and slides anywhere on the Internet.

Google Drive stores ‘office style’ documents in the cloud and enables them to be shared simply with others.  You can work on the same document simultaneously, make comments and generally collaborate in an easily managed way, before storing it in a formal University system like Truth.mq.edu.au.

You can also use the Google Drive app to sync your files to your devices.

Learn more and find resources for Google Drive here.


Google Hangouts - video calls, web video conferencing, webcasting on the web and on your mobile.

Available exclusively to staff, Hangouts lets you make personal or group video conference calls with up to 10 people inside and outside Macquarie.

Learn more and find resources for Google Hangouts here.


Google Plus - collegiate social network for staff and students, as well as friends if you'd like.

Google Plus is social networking and identity for your University Google account that makes it easy to keep in touch with your team, workgroup or committee and even colleagues in other Universities.

Learn more and find resources for Google Plus here.

 

Google Apps is a substitute for DropBox, Box.Net, Yammer and other personal cloud storage products, however, it isn't a substitute for Truth.mq.edu.au or any other formal University record keeping system. Beyond Gmail, Calendar and Groups, it's an individual choice to use as much or as little of Google Apps as you'd like. By using Google Apps, you'll be accepting Macquarie University's Technology Acceptable Use Policy as well as Google's Terms of Service for Google Apps.

This announcement is by popular demand following 21 months of consultation across the campus and recent approval by the University Executive Group.

To find out more, please visit https://products.mq.edu.au/googleapps.  

You spoke, the University listened.


From today students are now able to use @students.mq.edu.au email address to subscribe to university YouTube channels.

Not only is YouTube a fun, exciting, and entertaining place to consume information it is now the second largest search engine after Google. As more and more video content is made available, students already logged in to Google Apps are now able to not only find their answers to their questions, they can also see them.

Students now have the ability to rate or review videos, leave comments, share videos and publish presentations from their student accounts.

If you need to participate in discussions via Google Groups managed by people or organisations outside of Macquarie University as part of your work activities, you can now do so using your @mq.edu.au Google Apps account.

Public Google Groups operate in the same way as internal Macquarie University Google groups. You can learn about using Groups at Google's Guide to Groups

Remember, you still need to ensure you abide by the Acceptable Use, Public Comment and Privacy policies.

New Look Google Calendar
New look Google Calendar

You might have noticed that Google Calendar looks a little bit different. This is the first in a series of changes Google is making to make Google Apps more consistent and intuitive and in turn provide more enjoyable and productive experience.

What's changing

Right now, the changes are just cosmetic and have not affected the way Calendar works. You can choose to turn off the new look by clicking the gear icon and choosing "Use the classic look" (you can turn it back on by going to the gear icon and choosing Try the new look).

Short video that explains what's changed.
Gmail Autocomplete

As part of the scheduled release track for 2012, Google released an Autocomplete feature for Gmail on the 18 Jan. This feature is available to everyone at MQ and we have some handy hints and tips below, which will help you, get the most out of Autocomplete.

What does Autocomplete do?

Autocomplete in Gmail typically helps to locate emails/content based on the search term. Drop down menu (image 1), will offer a list of possible autocompletes as well as areas of search.

See the following list for an example of areas offered by Autocomplete search:

  • Search all mail
  • Search the label
  • Search entire web
  • Search emails from specific email address

How does it benefit me?

The autocomplete is there to help improve search and speed up search time.

Do I need to do anything to enable this feature?

No, this is already enabled and ready for use.

Image 1

Image 2

New Look Gmail

The new look for Gmail starts to roll out as the default look on Tuesday, December 13, and continues to the end of the week. After that, the new look will become permanent within weeks.

You can learn more by reading the New Look Features Guide.

For an unspecified limited time Google allows users to switch back to the old look. If you do not want to use new look or need a bit more time before making new look your default.

When you first log in to Gmail on the web you will be presented with the screen below, which will enable to either immediately switch to the new look to revert back.

Watch the video and follow the instructions on the screen to continue with the 'old look' if you wish for as long as it is available.

Reverting to old look

To switch back to old look click Settings icon which looks like a gear at the top right hand side and select "Revert to the old look temporarily".

After the Google transition to new infrastructure the process to access a delegated account has changed slightly. Please follow the steps below to get continue your access to delegated accounts:

  1. If you haven't already done so, log in to your mq.edu.au or students.mq.edu.au Gmail account
  2. If prompted Read and accept the Google terms and conditions, you will be taken into your Gmail inbox
  3. Sign out of your account by clicking on your username (e.g. example.account@mq.edu.au) in the top right corner and then click "Sign out"
  4. Sign back into your account
  5. Click on your username again and this time click "Switch account"


  6. Any account you have delegated access to will appear and you can choose which one to access

What is a delegated account?

Icon


You can delegate access to your Gmail to another person so they can read, send, and delete messages on your behalf.

If you have access to someone else's account, the information on this page is relevant for you.

The link to Postini (Security and Archiving service) is now available on the Google OneBar menu at the top of the page.

All Google accounts are moving to new infrastructure unifying the previously isolated worlds of consumer, corporate and higher education. Once transitioned, mq.edu.au accounts - both staff and student - will be able to access more Google products over time.

Google will begin migrating staff mq.edu.au accounts on Tuesday 13 September 2011 and students mq.edu.au accounts on Monday 26 September 2011. People will receive an email notification once Google has transitioned their account successfully.

The transition process will flow as follows:

  • We request that Google starts the process of transitioning your account
  • Google transitions your account and sends an email to you advising it has converted it successfully
  • You sign out of your Google account
  • You sign back in to your Google account, read an information page and accept the Terms and Conditions

Please note that people who use an email client such as Apple Mail or Microsoft Outlook to access their account, as opposed to logging in via the web, do not need to follow the last two steps.

Google transitions of mq.edu.au accounts will happen outside normal office hours which means that most people will sign in and encounter the information page before they see Google's email notification, although it will be in their inbox for their review.

Post transition the look and feel of Gmail and other Google applications will not have changed, while people will be able to sign in to their mq.edu.au account from any Google sign-in page.

However, the process to sign in to multiple Google accounts simultaneously will have changed. Also, some people will have a conflicting account and need to take action to resolve it.

Transition benefits

(info) Consistent Google infrastructure. All mq.edu.au accounts will reside in the new Google Account infrastructure, thereby enabling them to be able to access more Google products over time.

(info) New sign-in flexibility. You will be able to sign in to your mq.edu.au account from any Google sign-in page by entering your email address and OneID password into the Username and Password fields.

(info) New way to sign in to multiple accounts. You will be able to switch on a new feature to be able to sign in to more than one Google account in the same browser at the same time as being signed into your mq.edu.au account.

Pre-transition checklist

(tick) Learn how to access multiple Google accounts simultaneously post transition.

(tick) Learn how to deal with conflicting accounts.

(tick) Sync your offline Gmail. You may lose your offline messages if you do not.

Help requests

The impact to most people should be minor. However, if you require assistance over and above the wiki help pages then either contact your local information technology support or HelpDesk.