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Google Apps @ UT for students (incl FAQ)

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The UT offers e-mail and personal data storage for students through Google Apps. Google Apps @ UT provides students with the following standard apps: Google MailGoogle CalendarGoogle TalkGoogle Drive and Google Sites. Together, a storage of 30 GB is offered. Other apps are not protected and the regular Google conditions apply instead of the additional conditions UT and Google have agreed upon.

Requests

Google Apps is available from the moment you are registered as a student and thus does not need a request.

Costs

The end user does not have to pay to use this service. These costs are passed on by LISA to the faculty or service.

Support

For support, use the Google Apps Learning Center and the manuals. Should you have any other questions or should a fault occur, please contact the Service Desk ICT.

Additional information

If you’d like to use Google Apps (like Google Mail) in combination with other applications, such as your smartphone or tablet, you need to follow these steps:

  • Enable 2-step verification (once per account);
  • Create an application specific password (once for every new application/device).

Please refer to the manuals for more information about this.

FAQ

Google apps

Where can I log in to Google Apps?

You can log on to Google Apps at googleapps.utwente.nl

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Which steps should I take during my first log in?

1. Log in to Google Apps @ UT: googleapps.utwente.nl
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.

2. The first time you log in via googleapps.utwente.nl, 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.

3. 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.

4. 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.

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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.

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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 initials.lastname@student.utwente.nl. If you have a private Gmail account, nothing will happen to this account. You can use this in addition to your UT account. However, 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.

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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 People Pages.

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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
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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.

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Where can I find manuals for Google Apps?

Click here.

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PRIVACY AND SECURITY

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.

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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).

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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.

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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.

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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.

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Privacy

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: https://autoriteitpersoonsgegevens.nl/sites/default/files/atoms/files/dutch-dpa-written-opinion-cloud-computing-unofficial-translation.pdf 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.

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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.

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OTHER

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.

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I have more questions about Google Apps.

All the information about Google Apps you can find on the website googleapps.utwente.nl/en or in Google Apps. For specific questions you can ask the Service Desk ICT for help.

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I want to share my calendar with people without an @student.utwente.nl account.

Follow the steps beneath. Think about your privacy, know with whom you share your calendar. You can change the sharing settings in your calendar under SHARING. You can set sharing to public if you want to share it with people without a @student.utwente.nl account. However it is also possible to share it with specific people by entering their email address.
You can also share the UT calender with your personal Google Account. Do this mutually so you can see the appointments from both accounts in both calendars.

  1. Go to calender.
  2. Select the calender you want to share and click on the arrow behind calender.
  3. Choose Share this Calender.
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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.

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I want to migrate the Google Apps account to my own Google account

Follow this manual.

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