Email, Google Apps @ Illinois, Frequently Asked Questions (FAQs) for Faculty, Staff, and Graduate Students

This Google Apps article applies only to faculty, staff, and graduate students.

Frequently asked questions about faculty and staff's Google Apps @ Illinois accounts.

Which apps are available to me through my new Google Apps @ Illinois account?

Faculty, Staff, and Graduate students using Google Apps @ Illinois currently have access to Google's "core application" set. This includes:

  • Google Drive (including Google Docs and Google Spreadsheets)
  • Google Sites
  • Google Talk and Hangouts
  • Google Calendar
  • Gmail

Can faculty and staff use Google Apps @ Illinois to collaborate with students?

Yes. Faculty and staff Google Apps @ Illinois customers may collaborate with any other employee or student who has a Google account. However, keep in mind that Google Apps @ Illinois is an optional service for students, and due to FERPA restrictions, instructors may not require students to use the Google Apps @ Illinois service.

Can faculty and staff use Google Apps @ Illinois for email and calendar?

Technically yes; however, most staff and faculty customers who enroll for Google Apps @ Illinois should continue to use the campus Exchange service for email and calendar. By default, all email sent to NetID@g.illinois.edu will go to your Google Apps @ Illinois Gmail account, while email sent to NetID@illinois.edu will continue to be delivered to Exchange.

Warning: Google Mail use is not encouraged
At this time, faculty and staff who attempt to use Google Apps @ Illinois for email will encounter the following limitations:
  1. Email sent from your Google Apps @ Illinois Gmail account will have a NetID@illinois.edu reply-to address. In most cases this means that email replies will be delivered to your campus Exchange account.
  2. If you have a campus Exchange account, all email sent to your NetID@illinois.edu address from other campus Exchange customers will be delivered to your Exchange inbox, regardless of your Electronic Directory email delivery settings.

Is it possible to accept Google Apps @ Illinois collaboration invitations through my Exchange email?

Yes. By default, Google Apps @ Illinois collaboration invitations will appear in your Exchange email. Simply click the blue "Open" button in the email to access the shared document.

Can I be logged in to more than one Google account at once?

Yes. If you're already logged in to a personal Google account when you enroll for Google Apps @ Illinois, you may encounter an account selection screen when navigating to http://docs.g.illinois.edu. In this case, simply select your NetID@illinois.edu Google account to continue to Google Apps @ Illinois.

For more information on switching between multiple Google accounts, see Sign in to multiple accounts in Docs & Drive.

How do I install Google Drive on my desktop and log into my account?

For detailed instructions on installing Google Drive on a Windows or Mac desktop, see Installing Google Drive on your Mac/PC

Once the installation completes, you will be prompted to sign in. In order to log in with your Google Apps @ Illinois account, enter your NetID@illinois.edu email address with no password, and click the Sign in button. You will be redirected to the campus Single Sign-On where you can enter your NetID and campus password in order to complete the log in.

Can I sync files from more than one Google Drive account to my desktop?

Unfortunately no. At this time, the Google Drive client can sync files from only a single Google account.

What type of data may I store on Google Apps @ Illinois?

Generally you may use Google Apps @ Illinois to store and collaborate on University of Illinois data that is classified as either Public or Internal. You may NOT use Google Apps @ Illinois to store Sensitive or Highly Sensitive data, including (but not limited to) FERPA protected data, credit card data, social security numbers, and medical records.

For more information about Illinois data classifications see:

Should I use Google Apps @ Illinois or U of I Box for file storage and collaboration?

Most faculty and staff who are already using U of I Box for file storage and collaboration will want to continue to use that service. U of I Box features high storage quotas, excellent performance, a well-supported desktop sync client, apps for all major mobile devices, and has been approved for the storage of FERPA sensitive data.

However, Google Docs and Google Spreadsheets offers a rich in-browser collaboration experience that some customers will prefer for projects involving close-knit collaboration or simultaneous document editing. Google also offers the Sites application, a powerful tool for building wiki-like spaces for storing classroom information, internal technical documentation, and departmental/unit procedures.

What if I already have a personal Google Apps account under my NetID@illinois.edu email address?


Can I share a Google Doc from a my personal Google account to my Google Apps @ Illinois account?

Yes. To work with a personal Google document in your new Google Apps @ Illinois account, simply log in to your personal Google account and share the Google Doc to your NetID@illinois.edu address with "Can edit" rights.

Can I transfer ownership of a Google Doc from a my personal Google account to my Google Apps @ Illinois account?

No you can NOT change document ownership across domains. However you can copy a document from your personal Google account to your Google Apps @ Illinois account. Here are the steps.
  1. Log in to your personal Google account and share the Google Doc to your NetID@illinois.edu address with "Can edit" rights.
  2. Log in to your Google Apps @ Illinois account.
  3. Open the shared document for which you want to change the ownership.
  4. From the File menu, click "Make a copy."
  5. In the Copy Document pop-up, select "Also copy document collaborators" if you want to share the new copy with the original collaborators.
  6. Click OK. Your Google Apps @ Illinois account is now the owner of the copied document.
Can I share a Google Drive folder with the public?

 Yes, appropriate content can be made publicly available by creating a public Google Drive folder. Here are the steps:
  1. Create a new folder in the Google Drive web interface.
  2. Right click on the new folder and select "share..."
  3. Click the "get shareable link" button in the upper right.
  4. Click the "anyone at Google Apps @ Illinois with the link can view" pulldown.
  5. Select "more..."
  6. Select either "public on the web" (if the folder should appear in Google search results) or "anyone with this link" (if the folder should NOT appear in Google search results).
  7. Click save.
Now use the provided Google Drive link to share your folder content with anyone on the internet.

How do I disable my Google Apps @ Illinois account?

Most customers will never need to disable their account. However, if you do decide that you're no longer using Google Apps and would like to turn off your account, you can do so by following these steps:

  1. Log in to the Cloud Dashboard using your campus credentials.
  1. Click the "Off" button in the Google Apps @ Illinois row, under "Account Status."
  1. You will see a confirmation popup box. Click the "Yes" button.
  1. After a moment, your account status will display as "Off" and your account will be disabled.

What happens to my data if I disable my Google Apps @ Illinois account?

Your data will be preserved so long as you remain employed with the University of Illinois. Files that you have shared with other accounts through Google Drive will continue to be available to those customers. However, you will no longer be able to access your files, and incoming email to your Gmail account will bounce back to the sender.

Do you offer Google Apps @ Illinois group or service accounts?

At this time no, though we may consider offering Google Apps @ Illinois service accounts in the future. If you manage files that need to be owned by a group or non-person account, we suggest using a U of I Box Team Folder.

How can I get information about Google Apps @ Illinois changes and updates?

Google makes regular changes to the Google Apps tools, and new features are released frequently. Some changes are significant and impactful, while many others are minor and are implemented with little effect to customers. Smaller changes will generally not be communicated with end customers, while large changes will be announced either by direct email (when appropriate) or via posts to the System Status web page.

Current service status can be viewed on the main Google Apps @ Illinois service page.


I have more questions about Google Apps @ Illinois. Who can I contact for help?

Please contact the Help Desk at 217-244-7000 or consult@illinois.edu




Keywords:Google Drive, Docs, Spreadsheets, Sites, Talk, Hangouts, Calendar, Gmail, Faculty, Staff   Doc ID:55050
Owner:Isaac G.Group:University of Illinois Technology Services
Created:2015-08-13 13:38 CDTUpdated:2016-12-19 17:00 CDT
Sites:University of Illinois Technology Services
Feedback:  8   2