Google Apps FAQ

<<add TOC: Insert > Table of contents>>

General Questions

Accessing Google Apps

How do I log in to Google Apps?

To log in to Google Apps:

1. Go to [add URL].

2. Log in with your existing user name and password. <<add details>>

Can I access my Gmail account from another email program?  

No, [company name] does not support the use of POP3 or IMAP to access your Gmail in another email program, such as [Microsoft Outlook/Lotus Notes].

Can I open my email or calendar in new tab (not a new window)?

Yes, if you set up your browser to open links in a new window or tab.

Tip: If you want to open Gmail or Calendar in a new tab instead of a new window, change your settings in Internet Explorer. Go to Tools > Internet Options > Tabs > Settings, and click Let Internet Explorer choose how to open pop-ups.  <<add steps for other browsers if necessary>>

Can I access Google Apps before my [Outlook/Notes] account is migrated?

No, you can't access Google Apps until we migrate your account from [Outlook/Notes] to Google Apps.

Can I access Google Apps offline?

<<applies if NOT enabling Offline access>>

No, you must be connected to the Internet to access Google Apps.

<<applies if enabling Offline access>>

Yes, you can set up Gmail for offline access to your most recent email messages. To enable the feature, click Settings in the upper-right corner of your Mail window, click the Offline tab, and then click Enable Offline Mail for this computer.  

Do I need to use the VPN to access Google Apps when I'm offsite?

<<applies if company does not require VPN>>

No, you can just go to you Google Apps URL to access your email and calendar.

<<edit/enhance if company requires VPN>>

Yes, if you are outside of our network, you must first connect to the VPN before you can access Google Apps.

Requirements and Language Support

Which web browsers can I use with Google Apps?

Google Apps supports the following other browsers: <<edit if company supports only specific browsers>>

• Google Chrome

• Internet Explorer 7+

• Mozilla Firefox 2.0+

• Apple Safari 3.0

Are there any other system requirements?

No. Because Google Apps runs in a web browser, you just need to use a supported browser.

What languages does Google Apps support?

The interface for both Google Apps Email and Google Calendar are available in over 50 languages. For a list of the available languages and instructions on how to set a different language, refer to the Gmail Help Center.

Accessing [Outlook/Notes]

Can I still access my [Outlook/Notes] email and calendar after the migration?

Yes, you can access your [Outlook/Notes] account in "read-only mode" to view your email and calendar. However, you can't make any changes, schedule events, or send email in [Outlook/Notes].

When will you remove my access to [Outlook/Notes]?

<<add your specific information>>

Can I still work with my coworkers who are still using [Outlook/Notes] now?

<<applies only if not all users are migrated at once>>

Yes, you can continue to send and receive email with your coworkers. You can also view and schedule meetings with [Outlook/Notes] users, and even see their free/busy status. <<applies if using Google Connectors>>

Other General Questions

Will my email address change?

No, you'll continue to use your existing email address.

Will we have access to Google Labs?

<<applies if NOT enabling Gmail Labs>>

We won't provide access to Gmail Labs at this time.

<<applies if enabling Gmail Labs>>

Yes: In the upper-right corner of your Mail window, click Settings > Labs. After you enable one or more labs, you can quickly access Labs again by clicking the Labs (green flask) icon in the upper-right corner of your Mail window.

Note that Gmail Labs is a collection of new ideas for Gmail features that you can try. Please be aware that these features are not officially "released" and can change, become unstable, or disappear at any time.

Email Questions

General Email Questions

How much space do I have for my email messages? What if I run out of space?

Your account has 25 GB of storage, which is XX times the amount you had in [Outlook/Notes]. You'll probably never run out of space. In fact, a heavy email user who sends and receives lots of file attachments and archives all messages might use up to 5% of this space a year (usually less), so it would take decades to use up all of the available space. Also note that Google Apps restricts the size of file attachments to 20 MB, so you don't have to worry about a few large files using up your storage space.

How often does the list of messages in my inbox automatically refresh?

If you're working in Gmail, the refresh rate is approximately every 2 to 5 minutes. If Gmail is idle, the refresh rate is approximately every 10 minutes.

Will my voicemail go to my Gmail Inbox?

<<applies only if company routes voicemail to email>>

Yes, you'll continue to receive voicemail in your inbox. You can download and listen to the messages on your computer.        

Accessing Email

Can I access my email messages offline?

<<applies if NOT enabling Offline access>>

No, you must be connected to the Internet to access Google Apps.

<<applies if enabling Offline access>>

Yes, you can set up Gmail for offline access to your most recent email messages. To enable the feature, click Settings in the upper-right corner of your Mail window, click the Offline tab, and then click Enable Offline Mail for this computer.

Composing Email Messages

Can Gmail automatically spell-check messages I write?

No, Gmail doesn't include automatic spell-check. However, you can check your spelling at any time by clicking Check Spelling at the top of the message you're composing. Misspelled words are highlighted in yellow. Click a misspelled word to see suggestions for similar words.

Can I check the spelling for a language other than English?

Gmail automatically checks spelling in the default language selected in your Settings. To check spelling in another language, click the down arrow next to Check Spelling, and then select the language.

Can I forward all messages in a conversation (message thread) at once?

Yes. Open the conversation, and then click Forward all at the right of the message window.

Can I reply to or forward just a single message in a conversation?

Yes. To reply to or forward a single message in a conversation, open the conversation and select the message to forward. At the bottom of the message card, click Reply or Forward.

If I forward a message or conversation, can I edit any text it in before I send it?

Yes, you can add a new message to the conversation, and even edit the text in the previous messages in the conversation.

Can I delete messages in a conversation before I forward it?

Yes, you can delete one or more messages in a conversation as follows:

1. Open the conversation and select the message you want to delete.

2. Click the down arrow next to Reply in the upper-right corner of the message card.

3. Select Delete this message.        

Can I add an action flag, such as "Follow-up," that recipients see when I send them a message?

No, Gmail doesn't support sending flags in messages at this time.

In [Outlook/Notes], I could add [voting/radio] buttons to a message and track the replies from recipients. Can I do the same thing in Gmail?

Yes, the combination of Gmail and Google Docs provides a similar feature, but with even more options. At the top of your Mail window, click Docs. Then click New > Form. Use the options on the form to create voting options (or many other types of questions and fields), and then email the form. To track results, simply return to the form and click See responses. For details about using forms, see the Google Help Center.

Is my email signature applied when I reply to or forward a message?

Yes, Gmail adds your signature to the end of every message you reply to or forward. Note that if the message or conversation is long, you may not see your signature initially, because it's added to the very bottom of the original message or conversation.

Can I send file attachments in Gmail using the "Send To  > Mail Recipient" feature in the Windows "right-click" menu?

No, this feature works only with a client email program installed on your computer.

Can I recall a message I already sent?

<<applies if not enabling Gmail Labs>>

No, Gmail currently does not support message recall.

<<applies if enabling Gmail Labs>>

Yes, Gmail Labs has an early version of a new "message undo" feature that lets you recall a message within a few seconds after you send it. To enable the feature, click Settings in the upper-right corner of your Mail window, and then click Labs. Under Undo Send, click Enable.

File Attachments in Mail

Can I include file attachments in email messages?

Yes, you can attach one or more files to an email message.

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's also a 20 MB size limitation for attachments. For details, see the Google Help Center.

Can I drag and drop a file to attach it to a message?

Yes, you can drag and drop files onto your email message to attach them.

Is there a way to copy a file attachment from one message to another, without first downloading it to my computer?

No. Because Gmail is a web-based system, you can't drag a file attachment from one message to another. As a workaround, you can do the following:  

1. Open the message or conversation that contains the file attachment.

2. If the file is attached to a single message, click Forward (at the bottom of the message). If it's attached to a message in a conversation, click Forward all on the right.

3. Delete all the "forwarded" content from original messages, which appears at the bottom of your new message. Note that the file attachment remains with the forwarded message.

4. Then compose your new message and send it.

Alternatively, you can download the attachment and then upload it to another message.

Can I attach a message or conversation to a new message?

No, you can't embed one message into another directly. As a workaround, you can do the following:

1. To attach a single message, open it and click Forward (at the bottom of the message). To attach a conversation, open it click Forward all on the right.

2. Then compose your new message and send it. The earlier message will be included below your new message.

Alternatively, you can copy the text from the earlier message and paste it into a new message.

Using Labels, Stars, and Filters

There are no folders in Google Apps Email. How do I organize my messages?

Instead of folders, Gmail has a "labels" feature. Labels are similar to folders, but are more powerful and flexible, because you can add multiple labels to a message to categorize it in several ways. For details, see the Google Help Center .

If I label a message and archive it, but later remove the label, what happens to the message?

The message remains in your All Mail archive, but without the label. You can easily find it again later using Google search.

Can I apply more than one label to a single email message?

Yes, you can apply any number of labels to a message: Select the message in your Inbox, or open it, and select one or more labels in the Labels drop-down list at the top of your Mail window.

Is there a limit to the number of labels I can create?

You can create up to about 200 labels.

How do I move a message from my Inbox to a label?

If you've already created the label, select the message in you Inbox or open it, and then select a label in the Move to drop-down list at the top of your Mail window. If you haven't yet created the label you want, select Create new instead.

If you want to move a message to multiple labels at once, select the message in you Inbox or open it, and then select the labels in the Labels drop-down list at the top of your Mail window. Then click Archive.   

How do I add a color to a label?

After you create a label, find it in your Labels list at the left of your Mail window. Put your mouse pointer over it, and then click the down arrow that appears. Choose a color from the list.

Can I change the label on one or more messages?

Yes. To change a label on a single message, select the message, and then, in Labels drop-down list at the top your Mail window, uncheck the label currently applied to it. Then select another label and click Apply.

To change a label on all messages that have that label, click the label in your Labels list at the left of the Mail window. At the top of the list that appears, click Select all. Then, in Labels drop-down list, uncheck the label you want to remove, and select the new label you want to apply. Click Apply.

Can I create sub-labels to recreate the folder tree I set up in [Outlook/Notes]?

<<applies if enabling Gmail Labs>>

Yes, you can enable the Nested Labels lab in Gmail. This feature lets you build a label hierarchy, just like you can with folders. To enable the feature, click Settings in the upper-right corner of your Mail window, and then click Labs. Under Nested Labels, click Enable.

<<applies if NOT enabling Gmail Labs>>

No, but Labels allow you categorize messages in multiple ways, so you'll probably find that you don't really need subfolders anymore. For example, you could apply the labels "Projects," "Marketing," and "Widget Campaign" all to the same message. You can then find the message by clicking any of those three labels in your Labels list. All three labels appear at the top of the message, so you can always see how you've classified it.

Alternatively, you can simulate a folder tree with labels, as follows:

1. Use a character, such as a forward slash (/) to separate your top-level label from sub-labels.

2. Create sub-labels by appending them to your top-level labels using the separator.

3. For example, with the top-level label "Projects," your sub-labels might be "Projects/Artwork" and "Projects/Brochures."

When setting up an email filter, can I apply more than one label for the action?

You can apply only one label per email filter. However, if you want to add multiple labels to a filtered message, you can do the following: Create multiple filters with the same criteria, except specify a different label for each filter. If you receive a message that meets the criteria for the filters, Gmail will apply the multiple labels to that message.

Can I delete a label from a single message or all messages that have that label?

Yes. To delete a label from a single message, select the message, and then, in Labels drop-down list at the top your Mail window, uncheck the label. Click Apply.

To delete a label from all messages that have that label, in the Labels drop-down list, select Manage labels. (You can also click Edit labels at the bottom of your Labels list at the left of the Mail window.) In the list that appears, find the label, and then click Remove.

If I set up a filter to add a label to specific incoming messages, but then later delete the label, is the filter also deleted?

No, even if applying the label was the only action for the filter, your filter is not deleted. You can edit the filter to specify a different label or another action.

What are "plus addresses"?

With Gmail, you can create any number of unique email addresses for your account, using "plus addresses." Simply add a plus sign and text after your user name but before the @ sign in your email address. You'll then receive any messages sent to that address. For example, messages sent to jane.doe+notes@[your domain] are delivered to jane.doe@[your domain].

How do I use plus addresses with filters?

If you use a plus address, such as jane.doe+notes@[your domain], you can then set up a filter to perform an action on any messages sent to that address. For example, if you want to save daily notes in Gmail, create a filter for a "+notes" address to automatically label and archive messages you send to that address. Or, if you're working with a client, tell the client to send all email to your "+client.name" address. Set up a filter for that address to automatically apply a label to messages the client sends to you.

What are stars and how do I use them?

Stars are a way to highlight messages. Assign stars to special conversations or messages in your Inbox, or use them as a visual reminder that you need to follow up on a message or conversation later. To quickly see all messages with a star, click Starred at the left of your Mail window.

Working with Your Messages

Can I stop messages from being grouped in a conversation?

Yes, you can control whether messages are grouped into conversations: Click Settings in the upper-right corner of your Gmail window and, on the General tab, scroll down to Conversation View.

• If Conversation View is off, new messages won’t be grouped into conversations, and any existing conversations are ungrouped into separate messages.

• If Conversation View is on, you can't separate the messages in a conversation. However, if you want to send a reply but don't want it to be added to the conversation, you can simply change the subject line in your reply.

Can I highlight messages in my Inbox?

Yes, you can use labels and stars to highlight messages in your Inbox. For example, you might create a label named "Action" and apply the color red to it, so you can easily see it in your Inbox.

Can I mark a message as "unread" in my Inbox after I open it?

Yes, in your Inbox, select the message. Then, in the More actions drop-down list, select Mark as unread.

Can I sort messages in my Inbox to move unread messages to the top?

No, you can't sort messages in your Inbox.

What does it mean to "mute" an email conversation?

If you're subscribed to a mailing list, you might receive messages in a very long, ongoing conversation. If you'd rather not receive anymore messages in that conversation, you can "mute" the conversation to keep all future additions out of your Inbox. To mute a conversation, select it in your Inbox or open it, and then click Mute under More Actions at the top of your Mail window.

Note: The mute feature works only for messages you received as part of a mailing list. If the message was sent directly to your email address (your address appears in the To or CC field), you can't use the mute feature.

Can I "unmute" a conversation?

Yes. First, find the conversation. An quick way to find it is to type is:muted in the Search field. Then, select the conversation and select Inbox in the Move to drop-down list at the top of your Mail window.

Can I make the "quoted text" in a conversation visible by default?

No, quoted text is always hidden by default.

Archiving and Deleting Messages

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 Google Apps account after 30 days. On the other hand, 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 powerful search feature.

How long do messages stay in my archive?

Messages remain in your archive forever, unless you choose to delete them

How long do messages stay in the Trash?

Messages remain in the Trash for 30 days. After that, Gmail permanently deletes them.

Can I move message out of the Trash?

Find the message in the Trash and select it. Then, in the Move to drop-down list at the top of the Mail window, select Inbox.

If I delete or archive a meeting invitation from my Inbox, is the meeting removed from my calendar?

No. Deleting or archiving a meeting invitation does not affect the invitation on your calendar.

If I archive or trash a message, and then someone replies to it later, will it show up in my Inbox?

Yes, if someone replies to a message you archived or trashed, that message appears in your Inbox as a conversation, with all previous content. If you applied a label to the archived message, the label will appear in your Inbox. If the message was permanently deleted from the Trash, you'll see an option at the bottom of the message to view the deleted messages in the conversation. However, the message won't have the original label you applied to it.

Should I delete or archive message in the Sent folder?

There's no need to delete or archive messages in the Sent folder. Messages remain in this folder forever, unless you delete them. But, because you have 25 GB of storage space, you can keep messages in this folder to refer to them later, if needed. Also, note that messages in the Sent folder are actually archived in All Mail, so even if you archive these messages, they stay in the Sent folder.

Searching for Messages

I can't always find messages I search for. How does Search work?

To search for messages, type a word that the messages contain. Note, however, that Search matches "whole words" only --- that is, it doesn't recognize partial or similar matches. For example, if you search for benefits, Search won't find benefit or benef. Also, Search doesn't recognize special search characters, such as square brackets, parentheses, currency symbols, the ampersand, the pound sign, and asterisks.

By default, Search doesn't look in your Trash or Spam folders. To search those folders also, click Show search options next to the Search field, and then, in the Search drop-down list, select Mail & Spam & Trash.

You can find more information about using Search in the Google Apps Help Center .

Is there a way to search or select all messages without labels?

No, you can't search specifically for all messages that don't have a label.

Where can I find information about performing advanced searches?

A list of the advanced search operators is available in the Google Apps Help Center.

You can also find a reference sheet that you can print here <<enter location of Quick Reference PDF on your internal support site>>.

Handling Spam

How long do messages remain in my Spam folder?

Messages remain in the Spam folder for 30 days. After that, Gmail permanently deletes them.

How do I prevent messages from specific senders from being tagged as spam?

To make sure that any messages you receive from a specific person outside our domain pass through the spam filter, create an email filter using the Never send it to Spam option:

1. In Gmail, click Settings > Filters > Create a new filter.

2. Enter the person's address in the From field, and then click Next Step.

3. Select Never send it to spam, and then click Create Filter.

Setting Up Gmail

Can I change the colors of my Mail window?

Yes, you can choose from a number of different color schemes, or even create your own! To change the colors, click Settings in the upper-right corner of your Mail window. Then select Themes.

What is the maximum number of characters I can use for my email signature?

Your signature can contain up to 2000 characters.

Can I format my email signature and add graphics?

Yes. To set up your signature, go to Settings > General tab. You can format your signature with different colors and styles, and even add links and images, such as your company logo.

Can I have multiple email signatures?

At this time, Gmail doesn't support multiple email signatures.

Can I change the way Gmail displays the names of message recipients, so their last names appear instead of their first names?

<<applies only if "first name, last name" option is set in admin control panel>>

No, the display of names Gmail is an option that your administrator sets for your entire organization. If the "first name, last name" option is set, Gmail displays only the first names of message recipients in your Inbox and at the top of the message body. However, when viewing a message, you can click Show Details to see the full names of all recipients.

Can I create my own mailing (distribution) lists?

Yes, you can create a personal mailing list (called a contact group in Gmail) using the contacts picker, which includes the email addresses of all [company name] employees in Google Apps. Access the contacts picker when composing an email message: Click the To: link.

If you need to create a corporate mailing list that other employees can use, please contact IT.

Managing Your Email

Where can I find detailed information about methods for managing my email?

The following websites have information about innovative ways to control the flow of your email and manage your Inbox:

• GTD (Getting Things Done): www.davidco.com

• Inbox Zero: www.inboxzero.com

• Trusted Trio: www.lifehacker.com

Migrating Email and Data

Can I import my old email from Outlook to Google Apps?

<<applies to Outlook users only>>

Yes, you can use a tool to import your messages to Google Apps. For details, see the Google Apps Getting Started Guide. <<optionally replace with reference to another guide>>

Will my [Outlook/Notes] Email Rules copy over to Gmail?

No, you'll need to recreate your rules using the Filters feature in Gmail. Filters let you to manage the flow of incoming messages using keywords, sender, recipients, and more. Using filters, you can automatically label, archive, delete, star, or forward your mail, and even keep it out of your Spam folder. For details, refer to the Google Help Center.

Email Features

Does Google Apps Email have an Out of Office feature?

Yes, in Gmail, you can set up your "vacation responder," which is similar to the [Outlook/Notes] Out of Office feature. For details, refer to the Google Help Center.

Can I share my email with another employee?

Shared mailboxes are not supported. However, you can easily set up an email filter (rule) to forward specific types of messages to another employee.

I like using keyboard shortcuts. Are they available for Gmail?

Yes, Gmail includes a full set of keyboard shortcuts. First, you must enable keyboard shortcuts:

1. In the upper-right corner of the Mail window, click Settings.

2. Under Keyboard shortcuts, select Keyboard shortcuts on.

3. Click Save Settings.

Then, to see the shortcuts, press SHIFT+? while viewing your list of messages in the main Mail window.

Does Gmail support shared mailboxes?

<<applies if enabling the user-managed groups service>>

No, but as a workaround, you can create your own mailing list (called a “group”) for all the employees who want to share an email address.

<<applies if NOT enabling the user-managed groups service>>

No, but as a workaround, you can ask IT to set up a mailing list (group) for all the employees who want to share an email address.

<<applies if enabling email delegation for users>>

You can use the email delegation feature to allow up to 10 other users access a single email account.

Does Gmail have a "tasks" feature that lets me add messages to a list for follow-up?

Yes, the Google Tasks gadget is available in Gmail and Calendar. Just click the Tasks link in the pane on the left to open the Tasks gadget. Use the gadget to create one or more task lists. To add an email message to a tasks list, open the message and then click More Actions > Add to Tasks. The subject of the message appears at the top of your tasks list, with a link to the message content.

Other Email Questions

Can I make Gmail the default email program when I click email links?

<<applies only if enabling Google Talk>>

Yes, you can specify Gmail as your default email program in Google Talk:

1. Open Google Talk.

2. Click Settings in the upper-right corner of your contacts list.

3. In the General dialog box, select Open Gmail when I click on email links.

4. Click OK.

Note, however, that this setting does not work for all email links.

<<applies only if not enabling Google Talk>>

Not at this time. This feature is available in Google Talk, but we're not currently supporting Google Talk. (Gmail Notifier also provides this feature, but it's for use with the non-business version of Google Apps only.)

Can I open a message I'm composing or viewing in a separate window from my main Mail window?

Yes, if your browser is set to display pop-ups in a new window, you can click do the following:

• If you're reading a message, click the New Window link in the upper-right corner of the message.

• If you're composing a new message, click the "pop-up" icon in the upper-right corner of the message.

Contacts/Address Book Questions

Accessing Contacts

How do I open access my list of contacts in Google Apps?

In your Google Apps Mail window, click Contacts on the left.

Will I be able to find addresses of contacts when I'm composing an email message or inviting people to a meeting?

Yes, you can access Google Apps contacts picker, which includes the email addresses of all [company name] employees in Google Apps. Access the contacts picker when composing an email message: Click the To: link.

Can I see the members of a mailing list in our company directory in Google Apps?

No, you can't view the members of a mailing list that was added to Google Apps.

Adding Contacts

Can I transfer my personal contacts from [Outlook/Notes] to Google Apps?

<<for Outlook users, applies if not using Google Apps Migration for Microsoft Outlook>>

Yes, you can download your [Outlook/Notes] contacts to a file, and them upload them to Google Apps. You can find details in the Google Apps Getting Started Guide. <<optionally replace with reference to another guide>>

Is there a way to automatically add new contacts based on people with whom I've corresponded?

Yes. Whenever you send an email message to someone, the Google Apps contacts manager adds that person's email address to your Suggested Contacts list. You can then select the addresses you want to add to your personal contacts, as follows: On the left of your Mail window, click Contacts, and then click Suggested Contacts. Select the addresses you want to add, and then click Move to Contacts.

Can I add a contact or contact group that's in the company contacts list to my personal contacts?

Yes, if you've already sent email to the contact or group, you can quickly add it to your personal contacts:

1. Open your Contacts list, and in the Search contacts field, start entering the contact's name or email address.

2. When the contact appears, select it, and then click Move to My Contacts (above the contact's details on the right).

If you haven't yet sent email to a contact or group, you'll need to create a new contact and manually enter all the contact's information, including the email address.

Note: After you add a corporate contact to your personal contacts, you can add additional information to the contact's details. This information appears only in your personal contacts, not the corporate contacts.

Can I upload a mailing list from [Outlook/Notes] to my Google contacts?

Not directly, but you can quickly recreate the mailing list in Google Apps as follows:

1. Open [Outlook/Notes] and display the addresses in the mailing list.

2. In your Google contacts, click the New Group button.

3. In the Add to group field, start typing the email address of a contact in the [Outlook/Notes] mailing list (refer to the open [Outlook/Notes] mailing list for the addresses).

4. When the contact appears, select it. Google contact manager adds the contact to the new group.

5. Continue adding contacts to the group.

Creating Contact Groups

Can I create my own mailing lists in Google Apps?

Yes, you can create "contact groups" by accessing your Google Apps contacts picker, and then creating a new contact group. Your contact group then appears in your personal contacts manager in Google Apps. To access the contacts picker when composing an email message, click the To: link.

For details about creating your own groups, refer to the Google Apps Getting Started Guide. <<optionally replace with reference to another guide>>

If I create a contact group, can I delete members?

Yes, you can edit a contact group to add or remove members at any time.

Calendar Questions

Migrating Your Calendar Events

My new Google calendar is empty. How do I get my meetings back on my calendar?

<<applies to Outlook or Lotus Notes users with no calendar migration; for Outlook users, applies if you don't use Google Apps Migration for Microsoft Outlook>>

You must recreate your calendar manually, by:

• Sending new invitations for events you previously scheduled in [Outlook/Notes]

• Requesting others to send you new invitations to events to which you were previously invited

You can find details in the Google Apps Getting Started Guide. <<optionally replace with reference to another guide>>

Setting Up Your Calendar

How do I set the time zone and language for my calendar?

When you access your Google Calendar for the first time, you’ll be asked to set your time zone. However, you can change the time zone, default language, and other settings at any time. Here’s how:

1. Access Google Calendar.

2. In the upper right of the page, click Settings.

3. On the General page, in the Language section, select a language.

4. In the Country and Your current time zone sections, select the appropriate options.

5. In the Date format section, select an option.

6. In the Time format section, select an option.

7. Click Save at the bottom of the page.

Does Google Calendar have event reminders?

Yes, by default, Google Calendar displays a pop-up reminder 10 minutes before an event. You change the reminder time by editing the settings for your calendar. You can find details in the Google Apps Getting Started Guide. <<optionally replace with reference to another guide>>

<applies if enabling Gmail/Calendar Labs>>

In addition, you enable the Gentle Reminders Calendar lab, which causes your Calendar window or tab to blink, instead of bringing the calendar to the front to remind you of your upcoming meeting. To enable the feature, click Settings in the upper-right corner of your Calendar window, and then click Labs. Under Gentle Reminders, click Enable.

I set up event reminders, but I still don't see them. Why?

To receive event reminders, make sure your Calendar window is open.

Can I change the number of days that appear on my calendar?

Yes, you can specify a custom number of days. Click Settings in the upper-right corner of you Calendar window. On the General tab, select a number of days in the Custom view drop-down list.

Can I view the number of the week in my calendar ?

No, this view isn't available.

Can I show more than one time zone on my calendar?

Yes, you can view two time zones in Google Calendar. To add another time zone to your calendar view, click Settings. On the General tab, under Your current time zone, select another time zone in the Additional time zone list.

Scheduling Meetings

Can I book rooms and resources using Google Calendar?

Yes, we've added all the bookable resources to Google Calendar. In your invitation, click the Check guest and resource availability link. In the Find a Time window that appears, you can search for a resource or browse the list of resources.

Can I book multiple rooms at once?

Yes, you can book more than one room or resource for your event invitation.

Can I invite a mailing list from our corporate directory to a meeting?

Yes, you can invite any mailing list (group) in our corporate directory to a meeting. Each member of the group will receive an email invitation. Note, however, that the email invitation won’t show all the members of the group. Also, the group members will appear in the invitation on each attendee’s calendar only if you have permission to view the group’s member list.

Can I invite meeting attendees who are outside of [company name]?

Yes, you can send meeting invitations to any email address.

Will I get a notification if an attendee accepts my meeting invitation?

By default, notifications are turned off. But you can turn reminders on, and choose whether to receive a pop-up notification or an email notification:

1. Access Google Calendar.

2. In the upper-right corner of the page, click Settings.

3. Click the Calendars tab.

4. Under My Calendars, click the Notifications link for your calendar.

5. Choose the settings you want.

6. Click Save.

Can I see a list of attendees who have accepted my invitation?

Yes, open the event details to see who has accepted your invitation.

What's the maximum number of invitees for a meeting?

The maximum number of invitees is 500.

<<applies only if IT will provide "magic meeting maker" tool>>

However, if you need to invite more than 500 people to a meeting, contact [company name] IT, who can provide you with a tool that allows you to invite more attendees.

Can I set up a recurring meeting?

Yes, Google Calendar fully supports recurring meetings. To set one up, in your meeting invitation, select an option in the Repeats drop-down list.

As the meeting host, can I change the schedule by dragging the meeting to a new time on my calendar?

Yes, if you drag the meeting to another time, Google Calendar will ask you if you want to notify your guests.

Is there a way to invite an optional attendee to a meeting?

Google Calendar currently does not include the option to specify optional attendees. As a workaround, you can indicate which attendees are optional in the Description field.

How long do past events stay on my Google calendar?

Your past events remain on your calendar forever, unless you delete them. If you want to view past events, make sure you wait a few seconds for Google Calendar to retrieve them for the date you select.

Can I create "live" links in my event description?

Yes, but only if you don't let attendees edit the invitation (don't select the Guests can modify event check box). Note that, as the host, you always can edit the invitation, the links won't appear as "live" on your own calendar. However, you'll see the live links in the event confirmation message you receive.

To create a link to a website in the event description, simply type the URL, such as http://www.google.com.

You can also create linked text by using HTML tags. For example, to create the link Product Info, you would use HTML code in the format <a href="www.some-url.com">Product Info</a>. If the HTML code is valid, Google Calendar hides the HTML when you save the event (but shows the text "Product Info"). It then creates the link in the invitation that attendees receive.

Can I edit just one instance of a meeting in a recurring meeting?

Yes. Open the instance that you want to edit, make your changes, and click Save. Google Calendar then asks you whether you want to apply your changes to just the selected meeting, all meetings, or all meetings moving forward.

Can I make a meeting private?

Yes, Google Calendar has privacy settings. In the event details, select Private so only others with Make changes to events privileges (or higher) for your calendar can see the event and its details.

File Attachments in Calendar

Can I attach files to a meeting invitation?

Yes, you can attach files to a meeting invitation by adding links to documents in your Google Docs directory. For example, you can create a document in Google Docs, and then add a link to it in your invitation. Or, you can upload many types of files -- such as Microsoft Office and PDF documents -- to Google Docs. Google Docs generates a URL for the uploaded file, which you can then add to your invitation.

Here are a few other ways to add file attachments to your meeting invitations:

Alternative 1: Schedule the meeting, and then send the attachment in a separate email message.

Alternative 2: Post the document on the intranet and add a link to a document in your meeting invitation.

Alternative 3: Schedule the meeting through Gmail: Compose a new email message addressed to your attendees, add the attachment, and then click Invitation. Next, enter details about your meeting and send your invitation. Note that if you want to book a room for your meeting, you’ll first need to create a separate invitation on your calendar. Once the room is booked, you can add the room to your email message and send the invitation.

If someone who is using [Outlook/Notes] sends me an invitation with a file attachment, will I get the attachment?

Yes, you'll still get the attachment in the email invitation you receive. However, the attachment won't appear in the event on your calendar.

Calendar Sharing

I gave another employee access to my [Outlook/Notes] calendar. Can this employee automatically access my Google Calendar after the migration?

Another employee's access to your calendar does not migrate automatically to your Google calendar. However, you can easily re-establish access by sharing your calendar. You can find details in the Google Apps Getting Started Guide. <<optionally replace with reference to another guide>>

What level of access to others have to my calendar? Are my calendar details public?

By default, your calendar is shared with everyone at [company name], and they can see your calendar's free/busy information only. However, you can turn off calendar sharing.

If you share your calendar with everyone at [company name], you can specify whether they can see only free/busy information or all event details. You can also share your calendar with specific people at [company name], and can give them one of the following levels of access:

• See free/busy information only

• See all event details

• Make changes to your calendar

• Make changes and share your calendar with others

If I want to access another employee's calendar, such as my manager, does that person need to give me permission?

Yes, if you want to access another employee's calendar, that person must give you permission, by editing the settings for the calendar.

If someone shares his or her calendar with me, can I receive notifications when attendees accept invitations to that person's events?

Yes, you can set up notifications for a shared calendar. However, by default, notifications are turned off. Here's how to turn them on:

1. Access Google Calendar.

2. In the upper-right corner of the page, click Settings.

3. Click the Calendars tab.

4. On the Calendars tab, click the Notifications link for the calendar.

5. Choose the settings you want.

6. Click Save.

If someone shares his or her calendar with me, can I hide the calendar?

Yes, you can hide the calendar by clicking it in your list of calendars on the left of your calendar view.

Meeting Invitations

If I'm invited to a meeting, can I propose a new time for it?

Not directly, as in [Outlook/Notes], but there's an easy workaround. First, open the invitation and, under Are You Coming?, select Maybe. Then do one of the following:

• To propose a new time to the host only, enter your proposal in the Add a Note field.

• To propose a new time to all the attendees, click the Email guests link in the upper-right corner to send your new proposal in an email message to one or more attendees.

Can I forward an invitation to another employee?

Yes, if the meeting host selected the option to allow guests to invite others. If so, in your meeting invitation, click Add guests, type the address to which you want to forward the invitation, and then click Save. Google Calendar will ask you if you want to send an invitation to the new guest. The new guest will then always receive updates to the meeting from the host. Note that the meeting host is notified by email that you invited another attendee.

If someone outside of [company name] sends me an invitation from another type of calendar, can I accept the invitation on my Google calendar?

Yes, in most cases, you can. If possible, Google Calendar inserts an Add to Calendar link in the invitation. Simply click the link, and the invitation is added to your Google calendar. Otherwise, if the invitation is in the standard .ics format (such as Microsoft Outlook and Lotus Notes invitations), you can download the .ics file and upload it to Google Calendar.

Other Calendar Questions

I don't receive an email notification when an attendee responds to my meeting invitations. Why?

By default, invitation replies are turned off in Google Calendar. You can turn them on by editing your calendar settings. You can find details in the Google Apps Getting Started Guide. <<optionally replace with reference to another guide>>

Mobile Access Questions

Can I access my Gmail and Calendar on my mobile device?

Yes, [company name] supports mobile access on a [BlackBerry/iPhone/Windows Mobile] device. <<add information about where to find setup instructions>>

Is there a contacts and calendar sync utility for BlackBerry?

<<applies only if company supports BlackBerry>>

Yes. BlackBerry users can download the BlackBerry sync tool from the Google Mobile Support site. <<add reference to your mobile setup instructions, if any>>

Can I get SMS alerts for my Google calendar on my mobile device?

Yes, you can enable mobile notifications in Google Calendar (U.S. only). For details, see the Google Help Center .

Google Docs Questions

What types of documents can I create in Google Docs?

You can create documents, spreadsheets, presentations, and forms.

Can I import documents, such as Microsoft Office documents, into Google Docs?

Yes, you can import the following types of documents into Google Docs:

• Microsoft Word (.doc, .docx)

• Microsoft Excel (.xls, .xlsx)

• Microsoft PowerPoint (.ppt, .pps)

• Rich Text (.rft)

• Plain text (.txt)

• HTML (.html)

• PDF (.pdf)

• Comma-separated values (.csv)

• Tab-separated values (.tsv)

• OpenDocument Text (.odt)

• OpenDocument Spreadsheet (.ods)

• StarOffice (.sxw)

Can I share documents I create in Google Docs with others outside of [company name]?

<<applies if option to share outside this domain is enabled in Admin control panel>>

Yes, you can share any of your documents with customers, suppliers, and others outside of [your domain].

<<add additional information about corporate policies>>

<<applies if option to share outside this domain is disabled in Admin control panel>>

No, for security reasons, we don't allow employees to share documents outside of [your domain]. Document sharing is restricted to only [company name] employees.