Knowledgebase: Email
Student Email: Google Apps for Education
Updated: 09 June 2017 03:04 PM

Google Apps provides an intuitive interface for email and integrate with a host of other services.

  1. What is the Google Apps at OCAD U?
  2. What Google Apps are included?
  3. Why Do I Need an OCAD U Student Email Account?
  4. When does my email account get deactivated?
  5. What will be my username and password and where do I login?
  6. How do I change my password?
  7. I already have a personal Gmail account. Do I still need a Google Apps at OCAD U address?
  8. Do I see advertisements in my email?  
  9. Can I forward email to another address? 
  10. How do I use Google Apps at OCAD U?
  11. Can I check my Google Apps at OCAD U with Outlook/Apple Mail/Thunderbird, iPhone, Android Phone or another email client?
  12. How can I ensure that my account is safe when I use a shared or public computer?
  13. What are Google’s security and privacy policies?
  14. Is email secure?
  15. What policies apply to my Google Apps at OCAD U account? 
  16. Does IT provide support for all Google applications?
  17. What browsers are supported?
  18. Where can I get technical support? 

What is the Google Apps at OCAD U?

Google Apps at OCAD U is a package of web applications that includes Webmail, Drive, Calendar and Documents. Google Apps at OCAD U also provides unlimited storage for OCAD U Students, thus providing you with increased operating space. 

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What Google Apps are included?

All of the Core Apps are included with Google Apps for Education, including Mail, Drive, Calendar, Groups, Talk, Sites, Contacts, and Message Security (spam filtering). Contrary to the link above, it does not include Video.

There are additional apps, however they are unsupported at this time: either they are not covered by our agreement with Google, or not available at all for Google Apps at OCAD U.

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Why Do I Need an OCAD U Student Email Account?

Student e-mail is the official method of communication between the University and you. 

  • We require reasonable assurances of who we are speaking with, and providing email accounts is the best way. Rather than receiving emails from bobdobbs12339474@gmail.com we can verify that emails are coming from real students at OCAD U.
  • If a Student or Faculty indicate that they "did not get the email", we can actually follow up and verify that fact. If we used any other email account, we couldn't do that.

If you want to use an email client to check your phone or Laptop, see Can I check my Google Apps at OCAD U with Outlook/Apple Mail/Thunderbird, iPhone, Android Phone or another email client?

When is my email account deactivated?

Once a student is no longer enrolled in courses, we turn off some services like access to the Laptop Program, Adobe software, Lynda.com and Wireless, but Student Email will continue to function. Currently, we do not disable user accounts, nor do we deactivate your student email. We will consult and notify students of any changes to this process.

What is my username and password and where do I login?

Your username and password is two letters followed by two numbers corresponding to your year of entry, followed by two letters (example: ab12xy). 

Exception: All new students to OCAD U (Spring, 2015 and beyond) have not been assigned a student username that is in the ab12xy format. Those users would have received a Student ID number only. These users will use their Student ID number as their Student Username.

Your Student ID is a 7 digit number assigned to you during your application process. It shows up on your student card. Your Student ID is NOT your username unless you are new to OCAD U (Spring, 2015 and beyond). Your Student ID is used to access Registration Services.

You can login at https://studentemail.ocadu.ca

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How do I change my password?

You can change your password by clicking the change password link on the log in page located here:  https://studentemail.ocadu.ca

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I already have a personal Gmail account. Do I still need a Google Apps at OCAD U address? 

Yes. Personal Gmail accounts are different than your Google Apps at OCAD U Email account  Your Google Apps at OCAD U Email address is now the primary email address and the official means of communication between the University and you..

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Do I see advertisements in my email? 

No. Google Apps at OCAD U will be free of advertisements.

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Can I forward email to another address? 

No. You will not be able to forward your email to another address. Too much email forwarded to personal accounts bounces back and is not delivered. Creating a single and official means of communication with you means we can ensure you receive our messages. The University’s official means of communication with you is your Google Apps at OCAD U email address.

We suggest that you use an IMAP client like Apple Mail, Thunderbird, Outlook or supported mobile device like an Apple iPhone, iPod Touch or Android phone to check and organize your email: this keeps your personal and university email distinct and separate.. It also guarantees that you receive all of your email.

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How do I use Google Apps at OCAD U?

Here are some handy articles on Google Apps:

Gmail

Calendar & Drive

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Can I check my Google Apps at OCAD U with Outlook/Apple Mail/Thunderbird, iPhone, Android Phone or another email client?

 

 

Yes, using IMAP. However, you will need to reset your password in order for it to work.

We have already enabled IMAP on your accounts, so you do not need to follow this step in the Google Help instructions.

You can setup your Google Apps email in almost any desktop client or mobile phone:

Contact the IT Services Help Desk if you run into trouble configuring your client. It works! Really it does!

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How can I ensure that my account is safe when I use a shared or public computer?

Always sign out of your Google Apps at OCAD U account at the end of your session. If you do not make sure to sign out, the next person who uses the computer may be able to access your information.

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What are Google’s security and privacy policies?

OCAD U has conducted a thorough Privacy Impact Assessment of Google Apps for Education. 

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Is email secure?

When you check your email, Google provides a secure connection from your web browser and/or email client. This encrypts the data between you and Google’s servers while you view or collect your mail. This is the same system that banks use to secure your connection for online banking.
Take the following steps to protect your privacy when using email:

  • When using a shared or public computer, always sign out of your Student Email account at the end of your session to ensure that the next user cannot view your mail.
  • The more complex your password, the better. Passwords that include a combination of upper- and lower-case letters, numbers and characters are the most secure.
  • Confirm that links in emails are genuine before opening them and exposing your account to a virus.
  • Turn off your preview pane – some viruses can be activated by an email preview.
  • When sending important information in a file attachment, protect the file with a password. 

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What policies apply to my Google Apps at OCAD U account? 

Your Google Apps at OCAD U account is subject to the OCAD U Network Acceptable Use Policy and Google’s Terms of Service for Google Apps for Education. 

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Does IT provide support for all Google applications?

Yes, contact the IT Services Help Desk about any issues you are experiencing with Google Apps at OCAD U.

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What browsers are supported? 

Please go here to get the list of fully supported browsers (we recommend using these to get all of Gmail's newest features).

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Where can I get technical support? 

Technical support is provided at both the IT Services Help Desk.

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