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Teaching and administrative staff FAQ

 

Email services

How do I access my email and my Google Apps?
The username is typically name.surname [at] unitn.it and it is used to login to access the services. The username is typically name.surname [at] unitn.it (or variations) in combination with the UniTrento password.
You can use the widget in the myunitn website, to easily access to the “Google Apps” services. The already recognised user may access without inserting your password again.
You can access directly using the link http://mail.g.unitn.it/ , browsing on Google. In this case pay attention to the field required by the application: to access Google you are often required to have an email address. Therefore you need to use your “main email address” (you cannot access using an alias), which can be different from your username.
I work at UniTrento, where I am/was also a student. What is my email address?

The Gmail mailbox is one only. It is a container for all email items you receive and send. More than one address can be connected with the same email mailbox: one default address (main email) and other secondary ones and/or alias. Usually the part which changes is on the right side of @
If you have more than one role at UniTrento (e.g. you are a student and a staff member) you could have:

  • a main email address like name.surname [at] unitn.it
  • an alias, like surname [at] unitn.it
  • a secondary email address (as a student) like name.surname [at] studenti.unitn.it

If you graduated or got our PhD at UniTrento in the past, you will have your main email address as a staff member and a secondary, as an alumnus:

  • a main email address like: name.surname [at] unitn.it
  • a secondary email address like: name.surname [at] alumni.unitn.it

If you have enrolled at UniTrento for a set period of time, but you then moved to another university or waived your studies, your situation will be like the following:

  • main email address like: name.surname [at] unitn.it
  • secondary email address like: name.surname [at] ex-studenti.unitn.it

Be reminded that all email items sent to your main and secondary email addresses will be delivered to the same mailbox. If you send a message, you can choose the sending email address (you can use name.surname [at] unitn.it for professional messages, name.surname [at] studenti.unitn.it when you will write to a professor or to the Students’ Helpdesk, as a student). If you do not choose, your main email address will be used as a default.

Check the FAQ “What are my Google email addresses issued by UniTrento? for more information

Voglio presentarmi verso l’esterno dell’Ateneo con un indirizzo diverso da quello di default (per esempio @dipartimento.unitn.it). Come posso fare?

I want to contact external users using an email address different from the default email address (e.g. @dipartimento.unitn.it) How can I do this?

If you want to change your outbox email address please read here:
https://support.Google.com/mail/answer/22370?hl=it .
You will set your alias as senders and you can choose every time which one you wish to use.

What are my Google email addresses issued by UniTrento?

To obtain this information you can follow two different procedures:

A) Access using the widget on the myunitn website (“Google Apps”, available in the Widget Centre) and click on the link of the widget “My email addresses”. In this way you will be recognised as authorised user and you will not need to log in again.

B) Access using your UniTrento credentials on the link http://mail.g.unitn.it/; after logging in access the link https://security.google.com/settings/email and check that you see the information of your account .unitn.it.

You find your “Main Email address” indicated as “Main Email”. The others are further email addresses (“alias”) associated with your mailbox. If the viewed email addresses do not end in .unitn.it, you are probably viewing the information regarding your personal Google email account.

Do I use the same password which I use to access the UniTrento services?

Yes, you will use your UniTrento password because all Google Apps for Education services are based on our authentication systems.

How can I change my password?

You can use your password following the same procedure (please read more information on http://icts.unitn.it/password).

Can I delegate my mailbox or my calendar?
What is the storage capacity of my mailbox? And for my documents in cloud?

The archive storage capacity is unlimited, both for email items and for documents.

What happens when I am offline, in an aircraft or in places with no connectivity?

You can activate the offline mode if you use your Chrome browser, to access your email account, contacts, calendars and documents saved on Google Drive. If you edit any items, the changes will be synchronised when your device is online again. The email offline mode archives locally only the activity of the last 30 days. https://support.google.com/mail/answer/1306847?hl=it

Can I forward email items from my University mailbox to my personal mailbox and vice versa? (Institutional; e.g. mario.rossi [at] unitn.it) to my personal mailbox (private; e.g. mariolino789 [at] yahoo.it) or vice versa?

Email Programmes and browsers (e.g. Chrome)

Will I be able to continue to use the same email programme?

Yes, Google is compatible with standard POP and IMAP protocols. https://support.Google.com/mail/troubleshooter/1668960?hl=it&ref_top

Sometimes it may be easier to access via web with a browser like the Chrome client, in particular on your PC, smartphone and tablet. There are Apps which allow to access Google in a native way for Android, iOS and Windows Phones.

Please read here the documentation regarding the use of the e-Mail client with IMAP and POP: https://support.Google.com/mail/topic/3398031?hl=it&ref_topic=339446

There is a plug-in to use the Outlook mailboxes: https://support.Google.com/a/users/answer/153871?hl=it ..

Please see https://support.Google.com/a/users/topic/29319?hl=it&ref_topic=23552 to see the incompatibility between Outlook and the Google servers

https://support.Google.com/a/users/answer/156466?hl=it&ref_topic=28400 gives you information on the Google calendar and on what is supported or not.

How can I manage different profiles in the Chrome client?

If you have more than one account on the Google platform we recommend that you should manage various profiles in your Chrome client.
Here it is how you manage it:https://support.Google.com/Chrome/answer/2364824?hl=it 

I decided I will not use my Chrome client. I prefer to use an IMAP and an SMTP client: what are the configuration parameters?

Please read here the documentation regarding the use of the e-Mail client with IMAP: https://support.Google.com/mail/topic/3398031?hl=it&ref_topic=339446

Configuration parameters:
Incoming email server (IMAP)

  • imap.gmail.com - Porta: 993
  • Request SSL: Yes
  • Outgoing email server (SMTP) is required TLS
  • smtp.gmail.com
  • Request SSL: Yes
  • Porta: 587
  • Requires authentication: Yes.

For the access:

  • Full name or viewed name: [your name]
  • Account name or Username: your complete Gmail address (username [at] unitn.it)
  • Email address: your complete Gmail address (username [at] unitn.it)
  • Password: your UniTrento password
How can I activate/deactivate the views “per conversation” from the Chrome client?

Logistic and technical information

I found an odd email address among my UniTrento email addresses (something like ACC0000000 [at] 35uhyfsa.temporary.unitn.it). What is this?

This is an email service address, assigned by UniTrento. It is unique for each user and it is used only for technical reasons regarding the personal account during the migration phase. You must never use it because it could be removed without notice.

Where is the physical location of the UniTrento email? Will the Google Servers stay in our Datacentre?

The UniTrento servers are located in the datacentres of Trento and Povo 2. The Google servers are located in the Google datacentres, located all over the world, for reliability reasons (the three Europeans datacentres are located in Finland, Belgium and Ireland). All data are simultaneously stored in at least 3 datacentres, to guarantee their availability in at least 99.98% of cases). Email services, including the additional ones, will continue to function all over the world.

Will email servers be internally managed at UniTrento?

Yes, as far as the management/application parts of the services and as far as our users are concerned. We haven't to deal with HW and their OS any longer.

Will you continue to support users for these services?

Yes, we have only outsourced a part of the technological infrastructure. 

Who is in charge of the backup the Google email and other services?

The backups are performed by Google:

  • backups are constantly stored for all email items, documents, etc.
  • under no circumstances will items and documents be cancelled, unless they are moved into the Trash box;
  • if a user moves an email item or document into the Trash box, the item will remain available for 30 days;
  • if a user cancel permanently an email item from the Trash box, the item cannot be recovered any more.

More information: https://support.Google.com/a/answer/112445?hl=it&ref_topic=1355151

NOTE: some interesting features of Google Drive: the documents, even if edited, may be recovered for 30 days, also in their intermediate versions. Documents created with the Google Office Suite have the opportunity to use the Key “Cancel” without time limits.

What are the sending limits of my mailbox?
What are the receiving limits of my mailbox?
What are the limits on the attachments?
Access to data by the service administrators

Please read the Policy regarding the access to the Google services drafted by the University of Trento, together with the Terms and Conditions for the Google part: https://support.Google.com/accounts/answer/181692?hl=it&ref_topic=28

Google for Education and available apps

What are the apps of Google for Education services?

Please find here the complete list: https://www.google.com/edu/products/productivity-tools/

During the first migration phase to Google we focus on the email features (GMail), calendars (“Calendars”) and Address Book (“Contacts”): the use of other available apps depends on the individual user or Department/Centre. They may choose to start using and testing the new operative modality, using the typical cloud collaboration tools.
In the future a complete support will be progressively provided, at university level, in terms of support to users for all apps made available in the new environment, as it happens today already. The IT Helpdesk will continue to grant support also for the other already available IT tools and services.

When Google Drive is active shall I need to stop using the server files Windows and Linux which I currently use?

No: the currently used server files will not change because they are shared storage spaces, stored in our datacentre and they undergo our backup procedures. Google Drive is a store space which we are free to share also with other users, also external users, and it is in the Google servers. As an advantage, documents saved in Google Drive may be accessed from all devices - PC, smart phone, and tablet - also from outside.

What is Google Classroom?

Google Classroom offers a set of IT tools to support teaching activities, which professors may use to provide materials, hand out duties and give feedback to students. The new Drive for Education all projects which are created and managed through Classroom will be automatically organised in Google Drive folders.

Dashboard on the status of the Google Apps Services

Apps Status Dashboard is the dashboard containing the information on the status of your Google Apps services:http://www.Google.com/appsstatus#hl=it&v=status 

Will the University mailing lists (e.g. Sympa) remain available?

Yes, the mailing list service will remain active and available for our users.

What are the native collaboration possibilities available on Google?

Some examples: thanks to the Google for Education suite you will be able to organise videoconferences with other people, create and share materials (“Documents”, “Sheets” and “Presentations”, the corresponding programmes of Word, Excel and PowerPoint of the Office Package), and to modify them in a collaborative manner. This will be possible using a simple browser on your device, without needing to install additional SW.

Will the collaboration with the Google native tools be possible only among UniTrento users?

No, you be able to involve external users. They just need to have a Google account, even a free consumer account.

There is also a programme suite similar to the MS-Office Programmes. Does this mean that the MS-Office will not be installed on Windows PC any longer?

No, MS-Office will be installed on the Windows PC of the staff of the University. The Google Office Suite is less structured than the Microsoft Office Suite. However, it offers more advantages, like the possibility for more users to simultaneously work on the same document, from different devices, without any additional SW. The new Office Automation programmes of Google will not replace the Microsoft programmes, which are less diffused and used at UniTrento.

Helpdesk

Where can I find the documentation regarding the use of the new systems?

Google innovations are very frequent and accurate internal documentation could become out of date very fast. Therefore we decided to adopt directly the multilingual official documentation of Google, which is available online (as well as the official courses: http://learn-it.Googleapps.com). 

Who is in charge of the Google Apps Helpdesk?

You can contact the User’s Helpdesk staff (http://icts.unitn.it/node/283) as usual, for example with a ticket on http://servicedesk.unitn.it 

Where can I find the multilingual documentation regarding the Google Apps?

 

Get Service 

Enter Gmail @unitn through MyUnitn:

https://webapps.unitn.it/myUnitn

 

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