Google Apps

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Google Apps

Privacy and security



Where can I log in to Google Apps?

You can log on to Google Apps at

Where can I log in to Google Apps?

Which steps should I take during my first log in?


Log in to Google Apps @ UT:
Make sure you are not already logged into a different Google account. If you are, you will need to log out first, close down and restart your browser (or use a different one) and log in again using the University of Twente account.


The first time you log in via, you will be asked to accept Google’s terms of use. Read these terms of use carefully.
Google’s terms of use also specify that the University of Twente may access your mailbox. This is in fact already the case, although in practice this never happens, because the University of Twente is bound by Dutch privacy laws and University’s own ICT code of conduct. You are also asked to
share your information (initials and last name, because they are part of your e-mail address) to be forwarded to Google Apps in order to create an account.


Copy the Captcha image (letters and/or numbers) into the input field.
If you find it difficult to read the characters, you can refresh your browser (F5) to generate a new combination.


Click on "I agree. Continue to my account.”
N.B. If you do not accept Google’s terms of use, you will not be able to access Google Apps. If you choose not to accept, then you should contact the Service Desk ICT.

After logging in for the first time, you can get started with Google Apps straight away. The contents of your existing Exchange mailbox will not be transferred automatically to Google. However, your Exchange mailbox will continue to exist until 1 July 2013. This will allow you time to transfer your existing e-mails from Exchange to Google. If you want to transfer your e-mails to Google Apps, you can check out the migration option under Migration. But in short these are the steps you have to take:


Activate 2-step verification (once per account)


Create application-specific password (once for each device/application)


Migrate your existing e-mail from Exchange to Google

Which Apps are available to me?

Google Apps @ UT provides you with the standard Google suite containing:


Google Mailbox (Gmail);


Google Calendar;


Google Talk;


Google Drive/Docs;


Google Sites.

Apart from these apps, you will also have access to all other apps provided by Google. However these apps are not part of the agreement between the UT and Google and for these apps the standard Google policies will apply.

Will I be able to (still) use my UT email (e.g.

Yes. The UT will use their own domain within Google Apps. So when you use Google Apps for Education you will still be able to use your email address.

If you choose not to use Google Apps for Education, then you no longer have access to a @ email address. In that case, the e-mail address known in studylink will be used for communication purposes. You also will not have access to all the other apps of Google Apps for Education.

I already have a Gmail account. Can I encounter problems because of that?

When you activate UT Google Apps, an account is created with your email address If you’re private a Gmail account is ending in, nothing will happen with this account. You can use this addition to your UT account. But we recommend to not use both accounts together or to use them next to each in the same browser, because there are different requirements for each account. This may also cause problems when logging on. If you are already logged into your browser (or have been) with your personal account, open for logging on to Google Apps for Education, a new privacy or incognito window or use a different browser.

Where can I find the e-mail addresses of UT employees?

You can find the e-mail addresses of UT employees (and students) in the UT Phone book:

What information does the UT share with Google in order to create an account?

In order to create an account, the UT provides Google with:


First name


Last name


UT email address and email aliases

How can I access Google Apps with my mail client?

The access to Google Apps is secure. This means that you log on through a secure connection (https) and also need to use a secure version of POP3 and IMAP. POP: POP3S, port 995 and IMAP: SLL, port 993.


What is the Google Privacy Policy?

The Google Privacy Policy describes what information is collected and how Google can use it. In many cases, Google may combine information from various services with your account information. For example, Google can combine the search history and YouTube history with the other information in your account. That is only possible if you are logged on with the same account for these services. You can change your privacy settings at Google and so decide what personal information is shared outside Google. You are allowed to change these settings in your personal Google dashboard.

Policy and Principles site.

Where is my information (emails, docs) stored?

Your information is stored in a network of Google data centres. Employees who are authorized to access these centres, don’t have access to specific content (your emails and documents).

Does Google read my email contents or other files?

You are the owner of your e-mail. You decide with whom you share your information and when your data is deleted. Google employees have no access to your e-mail.
Google only provides the service Google Apps for Education. To guarantee this service Google will scan data for spam filtering, virus detection, malware detection and to enable the search functionality (indexing). This is done in an automated manner without the intervention of personnel.
Unlike a standard Gmail account, Google Apps e-mail does not scan receivers for profiling and / or advertisements.

Does Google have access to my user name and password?

No, we don’t disclose your username or password. To authenticate for web-based access to your Google Apps account the SURF federation is used. Log on credentials remain within the UT domain.

Is Google student e-mail less safe?

At Google, hundreds of specialists are constantly working on the security of the systems. Even Google's systems are equipped with special security software from Google. To minimize the potential for interference and security breaches the latest equipment and software is used.
In addition, Google will keep looking if suspicious logins to your account occur. If so, you will be informed as soon as possible. How you will be informed, can be set up via your personal dashboard in Google.

Student mail is safe with Google.


Google’s protection of customer data is guided by the US - EU Safe Harbor Agreement. The Safe Harbor provisions require a signatory company to observe the seven principles that generally reflect the principles of European Law: Notice, Choice, Onward Transfer, Security, Data Integrity, Access and Enforcement. Pursuant to European legislation, the applicable data privacy laws are regulated in accordance with the location of the headquarters of the commissioning enterprise. Therefore Google Apps @ UT shall be subject to Dutch data privacy laws. The Dutch Data Protection Authority (CBP) also reviewed the contract between Google and the SURFfederation. Based on their review necessary changes were made.

Research results from the CBP on Google Apps is available at:

As soon as we know more about the impact of the new agreement concerning the privacy laws by companies in the United States, this FAQ will be updated.

Data security

Since 2008, Google Apps has qualified for SAS70 type II certification: a quality label issued by an independent certification body that monitors various aspects of data storage security.
State-of-the art equipment and software are used in order to keep the risk of breakdowns and security leaks as small as possible.

In 2011 this certification is extended with SSAE 16 Type II and ISAE 3402 Type II.


I am planning to visit/ I live in a country where Google doesn’t work. What should I do?

There are some countries where Google does not work, often for political reasons. If you live in such a country than unfortunately the UT cannot offer you an e-mailbox for the time you're in that country. You must provide an alternate address where you can be reached. Make sure your e-mail address is known in Studylink. This Studielink e-mail address will be used as an alternative address. ITC students who have not logged on to studylink can give an alternative address. For help contact the Service Desk ICT or SNT helpdesk.

If you are planning to visit a country where the use of Google in prohibited, you can either forward your UT Google mail to a private mailbox yourself, or temporarily deactivate your UT Google account please ask the Service Desk ICT.

I have more questions about Google Apps, where can I go?

All the information about Google Apps you can find on the website or in Google Apps. For specific questions or help with the transfer of the content of your Exchange mailbox, you can ask the SNT Servicedesk or the Service Desk ICT for help.

I want to share my calendar with people without an account.

Follow the steps beneath. Think about your privacy, know with whom you share your calendar.


Go to calender.


Select the calender you want to share and click on the arrow behind calender.


Choose Share this Calender.

You can change the sharing settings behind your calendar under SHARING.

You make this calendar public if you want to share it with people without a account.

It is possible to make the agenda public, for the whole world to see. However it is also possible to share with specific people, this can be done by entering the email address in de calender.
You can share the UT calender with your personal Google Account. Do this mutually so you can see the appointments from both accounts in both calendars.

I am a member of staff and I want to use Outlook to send out invitations to a number of students; I also want to know whether they have accepted the invitation. Is this still possible?

Yes, this is still possible. As soon as the student responds to the invitation, this is displayed in Outlook. However, the availability of the student at a given time is no longer visible. Unfortunately, nothing can be done to change that.