Google Apps FAQs

General Questions

How do I login to Google Apps?

  •  Go to
  • Click on the link for students
  • Login with your existing username and password.

Can I access my email on a smartphone?

Yes. We have instructions on how to setup email on an ipad and iphone here.

Iphone and Ipad student mail settings

What are the mail server settings for POP and IMAP access?

Instructions for POP and IMAP access are available here 

What web browsers can I use with Google Apps?

Google Apps supports the following browsers:

  • Chrome
  • Internet Explorer 7*, 8, 9
  • Firefox 3.5*, 3.6, 4.0
  • Safari 3*, 4, 5

*support for these browsers is discontinued from 1st August 2011.

All browsers must have cookies and JavaScript enabled to use Google Apps.

I have concerns about the security and privacy of my emails now that they are "in the cloud".

In respect of the personal data of end users as per contract, Google shall take and implement appropriate technical and organisational measures to protect personal data against unlawful destruction or accidental loss, alteration, unauthorised disclosure or access.

See interview with Data Protection Commissioner conducted by Baker Security & Networks.

What is cloud computing?

See link below provided by Baker Security & Networks: 

How do I change my password?

Passwords are changed in the usual way through

Is there a size or type limitation for file attachments in Gmail?

Yes. To help prevent viruses Gmail won't accept file attachments that are executable files. There is also a 20MB file size limitation.

What is the difference between deleting and archiving email messages? When should I delete and when should I archive?

If you either delete or archive a message, it's removed from your inbox. If you delete a message, it's placed in the trash and then permanently removed from your Goolge Apps account after 30 days.

But if you archive a message, it's moved to All Mail (your archive), where you can easily find it in the future, using Google's search feature.

When I log in to the new email system i notice that my email address is in the following format . How do I change this to

  1. Sign in to your Google Apps account.
  2. Click the gear icon  in the upper-right and select Gmail settings along the top of any page, and select the Accounts tab.
  3. Under Send mail as, click Add another email address.
  4. In the Email address field, enter your name and alternate email address.
  5. Click Next Step >> and then click Send Verification. Gmail will send a verification message to your other email address to confirm that you own it.
  6. Locate the message from Gmail. Open it and and either click the link contained in the message or enter the confirmation code in the Accounts section of your Google Apps email settings.

Once the account has been added it will show up in a drop down menu when you are composing a mail.

To make it the default from address:

  1. Sign in to your Google Apps account.
  2. Click the gear icon  in the upper-right and select Gmail settings along the top of any page, and select the Accounts tab.
  3. Under Send mail as, click Make Default next to the address you want to be the new default from address.

 How do I forward my messages to another email account?

  1. Click the gear icon at the top of any Gmail page and choose Mail settings.
  2. Click the Forwarding and POP/IMAP tab.
  3. Click on  the "Forwarding" button, select 'Add new email address.'
  4. Enter the email address to which you'd like your messages forwarded.
  5. For your security, we'll send a verification to that email address.
  6. Open your forwarding email account, and find the confirmation message from the Gmail team.
  7. Click the verification link in that email.
  8. Back in your Gmail account, select the 'Forward a copy of incoming mail to...' option and select your forwarding address from the drop-down menu.
  9. Select the action you'd like your messages to take from the drop-down menu.
  10. Click Save Changes.

I had forwarding set up on the old system. Do I need to set it up again on the new goggle apps?

Yes. Follow the instructions above to setup on google apps. You also need to disable the forward on the old sytem too. Follow these steps:

  • Go to and click on the link for "access old student email" .
  • Log in with your username and password.
  • Click on options.
  • Click on "local account".
  • Click on "forwarding".
  • Untick "enable automatic forwarding"
  • Click on "save preferences".



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