Introduction This article covers the recommended and supported methods for accessing your UAlberta Gmail, Calendar, and other Google applications. Applicability This article applies to all University of Alberta email users. Details For the best experience it is recommended to access your UAlberta Gmail and other Google applications from their respective web pages with a modern and supported web browser (Chrome, Edge, or Safari). UAlberta Google core web apps are fully supported by Information Services and Technology (IST) and issues can be escalated to Google’s Enterprise support if needed. Other Considerations Keep your computer and devices updated with the latest software available Encrypt your computer, mobile devices, and external hard drives. If you are a university employee, you will be required to authenticate via Duo Multi-Factor Authentication (MFA) when accessing your UAlberta Gmail and other Google applications. The following articles can provide assistance with enrolling and authenticating via Duo MFA: Enrol With Duo Security Authenticate with Duo Security Pick Up a Duo Multi-Factor Authentication (MFA) Fob If you are a university employee, it is required that University of Alberta owned mobile computing devices follow: UAPPOL Encryption Procedure Best practices for mobile device encryption and security Enrol in the Mobile Device Management (MDM) system Accessing from a mobile device To access your email and calendar from a mobile device (smartphones, tablets), it is recommended to use the official Gmail and Calendar app from Google which can be downloaded directly from your app store. The Gmail and Calendar mobile apps are fully featured applications and are supported by IST and Google Support. Get the apps on your mobile devices (Android/iOS) TIP! You can also access Google Chat and Google Meet from within the Gmail mobile app. There are many other mobile apps available from Google, including Tasks, Docs, Sheets, and more! Using 3rd party applications/email clients such as, Outlook, Apple Mail, Mozilla Thunderbird Should you choose to use a 3rd party application to access your UAlberta Google account or apps, it is important to understand that support is only available through the specific vendor’s help centers and this is not supported by IST or Google Support. Setting up Gmail with a third-party email client Other Resources UAlberta Email and Calendaring | Information Services and Technology (IST) Learn the Basics and More! - Google Toolkit

Introduction This article was written to help users understand how to transfer purchased content from the Google Play Store to a Personal Gmail account.    Applicability This information is for any user on campus with a UAlberta Google Workspace account on the ualberta.ca and ualberta.net Google domains.    IMPORTANT Make sure that your full name, address, and payment methods are all up to date and identical in both your accounts before submitting a request. This will hopefully prevent any delays in processing the transfer request.   Before you get started Google Support (Play Store) will require the email address with the content (ualberta.ca or ualberta.net) and the destination @gmail email address (transfer paid purchases to) before they can start the transfer process. There will be an option for users (with paid purchases) to chat or email with Google Support (Play Store) https://support.google.com/googleplay/gethelp. This option will not appear for those users with only free purchases. Once the user selects chat or email, a Google Support agent will be able to assist with the transfer. Note, the transfer is for paid Play content only, it does not include any Workspace content or settings. It also does not transfer over any free content. Open a private browser session Open a Private or Incognito browsing session in your browser.  Go to the Google Play Help website. You will be prompted to log in, ensure you are logging in with your @ualberta.ca or @ualberta.net email account credentials. Follow the instruction presented below.      Instructions  Complete the following three steps in order to speak with Google Support about transferring your Play Store content to a personal Google account.    Step 1: What can we help with? In the "Tell us what we can help with" section enter Transfer account content and click Next In the "Choose the best description of the issue" section choose the Transfer account content button   In the "Which specific area do you need support for?" dropdown choose one of the following options: Books, Google Play Apps, Movies & TV, or Play Games App   Once you make your choice click on Next step to continue   The page will proceed onto step 2   Step 2: Resources This section titled, "People with similar issues have found these resources helpful." can be skipped Click on the Next Step button to continue   Step 3: Contact options You will have the option to Chat or Email Google Support (Chat is the recommended option). Once you make your choice you will need to enter the following details: First name Last name Transaction ID Describe your issue   Note: the Transaction ID for each purchase can be found at pay.google.com under the Activity tab and by selecting the item. The Transaction details will be presented in the right pane slide out.      Now click on the Submit button to continue onto Google Support for further assistance.    Please note that Google Support will ask for the following information. You will need to: Provide the email address for both accounts Provide transaction IDs for each piece of content that needs to be transferred Verify both accounts with a link provided by Google Support Give consent in order for Google Support to proceed     Transfer Limitations   General: You can only transfer all of your content. There are no partial transfers. In other words, everything in Account A will be transferred and merged with Account B. You won’t lose any content in Account B. You won’t be able to see the purchase history for transferred content on the new account. Transfer Frequency: Content can only be transferred once. You can’t transfer your content back to Account A or to another account in future. YouTube Movies: If you purchased YouTube Movies, they won't be transferred to your new account. You can find your purchased YouTube movies on your original account. Subscriptions: If you have any subscriptions, they won't be transferred to your new account. To transfer subscriptions to your new account: Cancel the subscription on your original account. Re-subscribe on your new account Movies Anywhere: If you have movies from your Movies Anywhere account, they won’t be transferred to your new account. To find your movies on your new account, connect your new account to your Movies Anywhere account.       Additional Information   Review your order history You can always see your order history on Google Play or pay.google.com. https://support.google.com/googleplay/answer/2850369?hl=en       Keywords: google play store, content transfer, google books, google play apps, google movies & tv, google play games app, youtube movies, movies anywhere, google play subscriptions

Introduction Due to the recent Google Chrome update (referenced in KB0013296), users logging in to the ualberta.ca account and syncing it with their Google Chrome browser are receiving notification that their profile is managed by the University of Alberta.  When they click 'continue' a new Chrome Profile is created without previous bookmarks.   Applicability This article is for any ualberta.ca users who have lost their Chrome Bookmarks due to the browser update and related profile notifications.   Workarounds and Solutions Symptoms After logging in to Google Chrome with a ualberta.ca Google account, their bookmarks are gone, and there is a new chrome profile.   Cause Recently, Google began presenting a pop-up to users upon logging in to their ualberta.ca Google account and syncing it with their Google Chrome browser. Whether or not you click the "Keep local browsing data (bookmarks, passwords, history, etc.)" checkbox in the pop-up before clicking Continue, there will be a new Chrome profile generated without your previous bookmarks.    Resolution To restore your bookmarks, you will need to switch back to the Chrome profile you were using before. To switch your Chrome profile on a desktop computer: Open the Google Chrome browser Click your Profile icon (i.e., the round image next to the three-dot menu icon) in the top right Select the profile you were using previously under the Other profiles section Note: On both Android and iOS devices, you will only have one Chrome profile. To transfer bookmarks to another Chrome profile: Open the Google Chrome browser Click your Profile icon (i.e., the round image next to the three-dot menu icon) in the top right and ensure that you are using the profile which contains the bookmarks you'd like to transfer If it is not the correct one, select the profile under the Other profiles section Click the three-dot menu icon to the right of the Profile icon Hover over Bookmarks in the drop-down menu, and select Bookmark manager Click the three-dot menu icon in the upper-right corner of the page Note: This is not the same three-dot menu icon to the right of your Profile icon Select Export bookmarks from the drop-down menu and save the file to your computer Click your Profile icon in the top right again and select the other Chrome profile to where you'd like to transfer your bookmarks Click the three-dot menu icon to the right of the Profile icon Hover over Bookmarks in the drop-down menu, and select Bookmark manage Click the three-dot menu icon in the upper-right corner of the page, select Import bookmarks, and open the bookmarks file you saved earlier You will now find your bookmarks under the Imported folder, but you can move everything around as needed.   Related Articles Chrome Profile Warning : Your organization will manage this profile Keywords: Google Chrome, Bookmarks, Browser Profile

Introduction When logging into a Chrome Browser using their ualberta.ca account clients are seeing a Pop-Up window informing them that their Google profile is managed by the University of Alberta.   Applicability This article is for any user who receives the Chrome Profile warning when logging into their Profile in a Chrome Browser using their CCID.   Workaround Solution Symptoms Clients receive a pop-up in Google Chrome when they sign in to their Chrome Profile Google that states: Your organization will manage this profile This account ([CCID]@ualberta.ca) is managed by ualberta.ca You’re adding a managed profile to this browser. Your administrator has control over the profile and can access its data. Bookmarks, history, passwords, and other settings can be synced to your account and managed by your administrator.   Cause Google's information about the update says: "Chrome 102 brings better separation between personal and enterprise-managed data. When the user signs into a managed account, they will have the option to either keep existing browsing data separate, or merge it with the managed account. By default, the data is kept separate, so a new profile will be created. Or, if they choose, they can merge the existing profile into the managed account. This prevents inadvertent sharing of personal data with work accounts. The ManagedAccountsSigninRestriction policy can be used to hide the checkbox altogether, allowing admins to force users to create a separate work profile."   Resolution To prevent the pop-up notice from appearing every time you log into your ualberta.ca Google account in Google Chrome, choose one of the following resolutions:   If you want to sync your Chrome profile across multiple devices, turn on sync When sync is on, and you are signed into Chrome, this pop-up will no longer appear Learn how to turn on Chrome profile sync   If you don't want to sync your Chrome profile across multiple devices, turn off sync When sync is off, and you are signed into Chrome, this pop-up will no longer appear Learn how to turn off Chrome profile sync   If you don't want to sign into a Chrome profile at all, the only way to do this is to use Guest mode every time you browse However, you will need to sign in every time you use Chrome Learn how to use Guest mode in Google Chrome   Important Related Information It is important to note that while the University of Alberta's System Administrators and Domain Managers do have the ability to access the data held within a user's account this is not something that is done without just cause and following Section 15 of the University's Information Technology Use and Management Policy.  For further information on this and other related policies, clients can visit the University's Information Security site or email the Chief Information Security Officer at ciso@ualberta.ca.

Introduction This article will answer additional questions Students, Faculty and Staff have about the upcoming Google Workspace Changes and how their accounts will be affected. Applicability This article is intended for Students, Faculty and Staff of the University of Alberta with an active CCID.  Details IMPORTANT! All accounts will still be able to send and receive emails even if they are over quota. If an individual account has not reduced storage to under their respective quota, then the data stored in My Drive and Photos is marked as view-only by Google Workspace. Read-only means the account can’t sync, upload, create, and edit files in My Drive and Photos. Additionally, the account can’t record new meetings in Google Meet. As mentioned on the Google Workspace Changes website Google has introduced a new license and storage model, which no longer provides free, unlimited storage for higher education. Below are additional answers to questions about the upcoming changes to your Google Workspace account for your CCID. General Account Changes Questions Which Google applications count towards my account storage quota? All file types (i.e., documents, digital media including videos and photos) stored in Gmail, My Drive and Photos count towards your quota and storage use. While Gmail counts towards your storage quota, users will still be able to send and receive emails if they are over quota. How can I tell how much storage I’m using in my Google Account? You can confirm how much storage you are using in Gmail, My Drive, and Photos at https://drive.google.com/settings/storage while logged in with your U of A account. What happens if I do not reduce my account storage to under quota? If an individual account has not reduced storage to under their respective quota, then the data stored in My Drive and Photos is marked as read-only by Google Workspace. Read-only means the account can’t sync, upload, create, and edit files in My Drive and Photos. Additionally, the account can’t record new meetings in Google Meet. What happens to my account when I leave the University? Please refer to the appropriate section of the Changes to U of A Accounts website for information on what will happen to your account when your relationship ends. Can you help me backup my data or do it for me? Google Workspace services (Gmail, My Drive, Photos, and others) are only accessible to the logged in account holder. We cannot export your data for you.  How do I know what my account storage quota is?  As a result of Google introducing a new licensing and storage model, the U of A is implementing storage quotas on all university accounts based on your role which can be found on the Google Workspaces Changes site. The quota applies to all of the data stored in Gmail, My Drive, and Google Photos. In the case that you fall within two categories (i.e. you are an undergrad student and employee at the university), your account will default to the larger quota. Email (Gmail) Questions How do I delete just the attachments from emails? You can not remove just the attachments from messages in Gmail. You can only download the attachment and then delete the message. Gmail permanently deletes messages in Trash and Spam after 30 days automatically, reducing account storage. You can manually empty the Trash to immediately free up storage. Could you please let me know the best way to figure out what is stored on Gmail so I can delete the messages no longer needed? Begin by searching and filtering emails, and then delete the messages that are no longer needed. Search Gmail for large attachments Emails with attachments that are greater than a certain size, such as 10 MB. In the Gmail search box, type: has:attachment larger:10MB to find email messages with attachments larger than 10 megabytes Search Gmail for older emails Older emails, such as emails you received more than 3 years ago. In the Gmail search box, type: before:2019/01/01 to find email messages older than the year 2019 Search Gmail for a specific sender Newsletters, emails from groups, or organizational updates that come from the same sender or have a standard subject line. In the Gmail search box, type:  from:hank@globex.com to find email messages received from Hank list:info@globex.newsletter.com to find email messages received from the Globex newsletter mailing list subject:technology to find email messages with the word technology in the subject line File Storage (My Drive, Shared drives, department file servers, other) What is the difference between My Drive and a Shared Drive? My Drive is primarily for individual accounts to store and share work and study related files and folders.   Shared drives are designed for collaborative work among teams or groups, providing centralized storage and streamlined access control. What does the “Shared with me” do in Google Drive? When people or organizations share files and folders with you in Google Drive, they appear under the "Shared with me" section in Google Drive. You may find files and folders shared by the U of A community, colleagues from other organizations, or even the public. These files and folders do not count towards your account quota but will count towards the owner's quota. Owners and editors of these files and folders can also remove your permission to access and edit without notice. If you want quick access or to organize these files in your My Drive, you can create a Shortcut to the file and then add it anywhere in My Drive. The shortcut to the file will no longer work if the owner or editor removes your permission. Do files Shared drives count towards my individual U of A account quota? Shared drive storage is separate from My Drive storage in your individual U of A account. As Shared drives are included in the overall Google quota, we do not recommend moving personal data that is not related to your work, research, or studies at the University of Alberta to a Shared drive. Who owns the files stored in a Shared Drive? When using Google Drive to create and upload files to a Shared Drive, the University of Alberta is identified as the owner. The files in Shared Drives do not count towards your account quota and storage usage. All data created and stored using the University of Alberta Google Workspace (e.g. Gmail, Drive, Photos) or other U of A systems are considered institutional data (Institutional Data Management and Governance Procedure). Who owns the files stored in My Drive? When using Google Drive to create and upload files to My Drive, your email account (e.g. yourccid@ualberta.ca) is identified as the owner. These files in My Drive count towards your account quota and storage use. All data created and stored using the University of Alberta Google Workspace (e.g. Gmail, Drive, Photos) or other U of A systems are considered institutional data (Institutional Data Management and Governance Procedure). How to check the total storage usage for a Shared drive? You can use the Activity stream and the Details panel, to view information and history of changes made in Shared drives. Such as: Total storage used, creator, creation date, and download permissions of the Shared drive Activity about who uploaded, copied, moved, or deleted a file or folder Details of file types, size, location, last modified, opened, and creation dates Sharing permission changes To review the total storage in a Shared drive: On your computer, go to https://drive.google.com On the left click the name of the Shared drive In the upper right, click the View Details info (i) button Shared drive storage is Under the Storage used heading Who is the owner of a Shared drive? In Google Workspace, the owner of a Shared drive and the files, is identified as the Shared drive ID. This Shared drive ID is noted in Google Drive as the University of Alberta instead of an email account name.  To view the managers or members of a Shared drive: On your computer, go to https://drive.google.com On the left, click on the specific shared drive In the upper right, click on the view details/info (i) button Under the owner section, University of Alberta should be noted the owner Click on the Manage access button to view the managers and members of a Shared drive Are there any actions we should be taking at this time for Shared drives? We encourage you to confirm the total Shared drive storage you are using, review the U of A data management guidance to help your team manage information effectively, and determine if the data is stored in the appropriate solution.  University data management guidance: Review the University Records Office guidance and resources to help you manage unit records, including transitory records and the disposition of records. Specific to research data, review the U of A Library Services guidance and tools that help to manage and preserve research data. Shared drive storage is separate from My Drive storage in your individual U of A account. Do Google Sites count against my account storage quota?  Google Sites and related files you create and store in My Drive count against your storage quota. Google Sites files are very small however, related files in My Drive can use a greater amount of storage (e.g. HD Video files in My Drive that are linked on the Google Site). Google Sites and related files stored in Share drives do not count against your individual account storage. How do I move files in My Drive?  You can use Google Drive to create and upload files in My Drive (e.g. Google Docs, Sites, PDFs, Excel files and more). To organize your files in My Drive, you can create folders and then move the files into folders (Google My Drive How To Guide). How do I reduce storage in My Drive? Begin by using the storage view link to sort all your My Drive files from largest to smallest. Review and delete any large files that are not explicitly related to your studies, work or department at the university (i.e. personal files such as family photos and videos, financial documents, etc.). Then empty trash in My Drive to permanently delete files and reclaim the storage quota. Review the Google My Drive How To Guide for more information. Google Photos What is Google Photos? Google Photos is an additional consumer service available to U of A accounts for storing, organizing, and sharing photos and videos. Photo and video files stored in Google Photos count towards your account quota. You are encouraged to review and remove personal files unrelated to your work, studies, or research from Google Photos. How do I delete photos and videos from Google Photos Photos and videos you delete will stay in your trash for 60 days before they are permanently deleted forever. Photos and videos that were permanently deleted can’t be restored. To delete photos and videos: On your computer, go to https://photos.google.com Click on the photo or video that you want to delete At the top, click Delete and then Move to trash in the popup  Click on Trash and then Empty trash to permanently delete photos and videos immediately Additional Considerations Changes to U of A Accounts - https://www.ualberta.ca/information-services-and-technology/services/ccid-passwords/changes-to-u-of-a-accounts.html Google Workspace Changes - https://www.ualberta.ca/information-services-and-technology/initiatives/google-workspace-changes.html

Introduction This article details the way our new e-mail security platform will appear in a user's activity log. Applicability This article is for reference by all users with a University of Alberta CCID and e-mail address. Details IST has implemented a new solution to enhance email security for the university community. The enhancement improves the detection and automatic blocking of email-based threats like phishing, employment offer fraud schemes and malware. This solution is transparent and require no action from you. As part of this enhancement, in the bottom right corner of your inbox, you may notice is Gmail reporting that your email is open in an additional location that you were not expecting. This is likely our email security software protecting your inbox against threats. To confirm that this additional account activity is our email security software, click the word "Details". In the popup window that opens, look for an Authorized Application with the name "116920771689407251245". This is the primary identifier of our email security software. Please note that the location and IP address may change frequently. If you have any questions about our email security initiative or you find activity in your account that you don't recognize, please call the Staff Service Centre at 780-492-8000. Review Date: 10/04/2024

Introduction This article provides answers to frequently asked questions about the Gemini App provided with Google Workspace for Education. Applicability This article is intended for current Students, Faculty and Staff who have an active CCID. Details Gemini is a generative AI-powered assistant that can help you save time, create captivating learning experiences and inspire fresh ideas — all in a private and secure environment. Use Gemini to help you research and brainstorm new ideas and ultimately boost your productivity at work or break that creativity block. Gemini can help you write, visualize, organize and connect with your colleagues on a variety of projects. How do I access Gemini? There are two ways to get started with using the Gemini app: The web app at gemini.google.com The mobile app on Android and iOS What is generative AI? Generative artificial intelligence (AI) is a type of machine learning model. It's not human, but it's very good at finding patterns. It builds on existing technologies like large language models (LLMs). Learn more about generative AI. How does Gemini work and what can I do? When you enter a prompt into the Gemini app it replies with a response using the information it already knows or fetches from other sources, including content from the web. The Gemini app can help you: Improve your writing Synthesize and organize information Create original images (people image generation is not available) Summarize information and provide insights To improve your success with the Gemini app, follow some basic best practices when writing prompts. Now Available: Upload supported files such as Word documents, PowerPoint presentations, and PDFs Create Gems to help you tackle repetitive tasks, generate fresh ideas, and more Deep Research can analyze information in real-time and develop comprehensive reports on almost any topic in minutes (limited to five reports per 30 day period) Create, format, and refine your documents or code in Canvas, a new collaborative space Why can’t I access enhanced Gemini functionality like Gemini in Gmail and other Google Workspace for Education core services? Gemini functionality such as Google Workspace core services integration or extensions (e.g., Gmail, Drive, and others) are not currently available for U of A accounts*. Additional limitations may also apply. * The university is currently evaluating the paid enhanced versions of Gemini to understand what additional benefits it offers and where those benefits should be deployed given the cost associated with doing so. Are my Gemini conversations reviewed by Google or used to train Google AI models? No. The Gemini app is a core Google Workspace service supported by Information Services and Technology (IST) and is therefore included and protected by the University of Alberta’s agreement with Google. Interactions with the Gemini app stay within the University of Alberta and they are not reviewed by humans or otherwise used to improve Google's generative AI models. How do I turn off or delete my Gemini app activity? Gemini app conversation activity from the web or mobile app cannot be deleted or turned off for Google Workspace for Education accounts (including for the University of Alberta). If you use the Gemini web or mobile app with a U of A account, your activity is turned on and your conversation history is retained for 18 months. What do I need to consider when submitting information to the Gemini App? U of A Google Workspace is approved for storing and sharing the university's business, academic, research and administrative information and records. Extremely sensitive information such as identifiable patient and health care information, social insurance numbers and passport information, is not to be stored in or shared through U of A Google Workspace applications, including Gemini. Additional information about Gemini app can be found at the Gemini Apps Help page.