Frequently Asked Questions



  1. What is Google Apps?

    A bridge between our organization and Google products. On one side, we have communication and collaboration needs for our school. On the other side, there are successful, innovative, online personal Google products. Google Apps allows us to embrace the strengths of both sides.

    Google quality, Google connectivity. Our school, our people. Powerful, easy-to-use tools. Communicate via email and instant messaging. Create and share calendar events, documents, and spreadsheets. Access it all from one place.

  2. Why are we using Google Apps?

    To provide you with an enhanced system that will support simplified communication and collaboration. We can focus on student needs and adding value to the CMC experience while Google focuses on building excellent products, maintaining the feature set, and innovating our communication options for tomorrow.

    Our goal is to offer you a reliable, practical, secure, feature-rich webmail environment. We think Google can help.

  3. How do I get started?

    Same as you normally do. You can find all of the necessary links and information at http://mail.cmc.edu.

    Once you have logged into the Google Apps web client, you will have access to the following services: email, calendar, web-based documents and spreadsheets. You can even chat with other students in your Contacts list.

  4. What options do I have for accessing email?

    Webmail (CMC Supported) - http://mail.cmc.edu.

    This method leverages your CMC network user name and password (the same one that you use to log onto lab computers or connect to your U drive). The web client is packed with exciting features and integrated with other Google services. In your online email account, you can chat with your contacts, create filters to organize your inbox before new mail arrives, schedule calendar events, map addresses in your messages, and track postal packages.

    Alternative Access Methods (Google Supported):

    CMC ITS recognizes the need for students to access email from a variety of devices and clients. For this reason, we have built tools that will allow you to manage an "alternative access" account. Due to the growing number of client devices and software that can potentially connect to your CMC Google Apps account, ITS will not be able to provide direct support for these alternative access methods. We will, however, ensure that you are connected to the same Google support that all other Googlers utilize.

    • Alternative Access Password

      Although we can utilize Google's programming interface to build a bridge between your CMC network user name and password and the Google Apps webmail interface, this is not a possibility for the alternative access methods listed below. If you choose to access your email using one of these methods, you will need to create and maintain an "alternative access password." We have built a web application to let you do just that - and it is located here.

      Although your CMC user name is common to both webmail and alternative access, when entering this information in an alternative access device or application it must appear in the following format - myusername@students.claremontmckenna.edu (replace "myusername" with your CMC user name).

    • POP

      Configuration instructions are very similar to a standard Gmail account. As with all forms of alternative access, when prompted for your email address or user name, enter your full Google Apps email address - myusername@students.claremontmckenna.edu (replace "myusername" with your CMC network user name). Use your alternative access password, NOT your CMC network password.

      For more client-specific instructions, such as Outlook Express, click here.

    • IMAP

      Just as with POP, configuration instructions are very similar to a standard Gmail account. As with all forms of alternative access, when prompted for your email address or user name, enter your full Google Apps email address - myusername@students.claremontmckenna.edu (replace "myusername" with your CMC network user name). Use your alternative access password, NOT your CMC network password.

      For more information regarding IMAP access and client-specific instructions, click here.

    • Mobile

      Mobile devices can access email using their built-in Internet browser, by navigating to http://mail.google.com/a/students.claremontmckenna.edu, or via a mobile email application which most likely supports some form of POP and/or IMAP. Check the POP and IMAP support links above to find specific instructions for your mobile device - such as the iPhone. As with all forms of alternative access, when prompted for your email address or user name, enter your full Google Apps email address - myusername@students.claremontmckenna.edu (replace "myusername" with your CMC network user name). Use your alternative access password, NOT your CMC network password.

      If you have a BlackBerry, you can download a specific mail application for this type of device. Using the Blackberry, navigate to http://m.google.com/a. This specialized client has most of the webmail features - search and conversation view. With automatic syncing, actions taken on your Blackberry are reflected in your email account. This is separate from the Gmail for mobile application. A red M icon will appear for Gmail and a blue M icon will appear for our Google Apps email.

  5. How do I migrate calendar entries from Outlook to my new Google Apps calendar?

    Please visit this Google support article for detailed instructions.

  6. How do I migrate contacts from Outlook to my new Google Apps contact list?

    • First you need to get your contacts out of Outlook. For instructions on exporting your Outlook contacts in a format suitable for import into Google Apps, please visit this Google support article.

    • Second, you need to import the file that was exported from Outlook. For instructions on importing contact files into Google Apps, please visit this Google support article.

  7. What is the equivalent of the CMC Email Global Address List in Google Apps?

    Google Apps employs a "shared contacts" feature that allows all CMC Google Apps accounts to search for email addresses that are within the Google Apps domain. What does that strange language really mean? It means that you can only search for other student email addresses at this time. If you were to type in the last name of a faculty or staff member, the address would not auto-populate. CMC ITS has explored many technologies in order to bridge this divide, however, Google will need to add a bit of functionality on their end in order to make this a reality.

    To search for a fellow student's email address, follow these instructions:

    • In your mail account, click on Compose Mail.
    • Click on the "To:" link right next to the To: field. This will bring up your shared address book.
    • To send email to a fellow student who isn't included in your personal contacts list, simply type the first few letters of their first name or last name into the search box. When your desired contact appears, click on the name to add that contact into the To: field.
    • When you've added all the contacts you wish to send to, click Done to compose and send your message.
    • Once you've sent to a contact from the shared address book, they'll be added to your personal contacts list. The next time you want to send them a message, their email address will auto-complete as you begin to type it.
  8. How are the Google services linked together?

    You have one username for all services in the Google Apps package. You enter the Google Apps platform when you enter your webmail account. Once you log in to one service, you can easily access all others from the links located at the top left-hand side of the browser window.

  9. What do I need to know about Google documents and spreadsheets?

    It's a web-based word processing and spreadsheet application. It can help us collaborate on projects from anywhere. Your documents are stored online. You and anyone you invite to collaborate can access the document from any internet-connected computer, and make changes simultaneously. Multiple people can make changes at once, and everyone's changes show in real-time.

    You can get started right away by creating a new document or by uploading a file from your computer. Since the products are integrated, you can use your email account Contacts list to invite people to view or edit your documents.

    More Tips:
    Revision history -- Individual edits are kept so you can see who made changes and revert back, if necessary.
    Search -- Just like the rest of Google products, you can harness the power of Google search to look for a document you haven't edited in months.
    Security and privacy -- You choose who sees your document. Other users can only access your document or spreadsheet if you add them to the list of collaborators or viewers, or if you decide to publish the document.

  10. Where can I find more information?

    Help Center: www.google.com/support/a/users

    Frequently asked questions updated daily by product experts, tutorial videos of key features, user interface screenshots, active discussion groups, and more.

  11. Will my email address(es) change?

    All of your formerly known email aliases will continue to work. In addition to this, you have gained a new email address ending in "@students.claremontmckenna.edu." This new address is now your Reply-To address that people will see when they reply to a message that they have received from you.

  12. If I have already configured a device or application to connect to my CMC email, will it require further configuration?

    Yes. The infrastructure has completely changed. CMC supports access to your email and other Google services via the webmail client. As many of you are already familiar, Google provides other means of accessing email services. We have provided a way for you to connect alternative devices and applications to your Google Apps account. This method of connectivity is not directly supported by CMC ITS staff. Please see this FAQ entry for further details.

  13. What happened to my folders when my mail migrated to the new system?

    Google Apps groups email messages in a unique way - using "labels." All of your folders were converted to labels upon migration. To find messages that were in a particular folder, click on the corresponding label link in the lower-left hand corner of the webmail interface. All messages related to that label will appear to the right.

  14. As an RA/RTA I have access to send to a list of students (such as DL-Class2008). Now that I am working in Google Apps, can I still send to class lists?

    In order to send to an email list (such as DL-Class2008, etc) your CMC Network user name and CMC Network password must be given access to the list. If you are an RA/RTA then you already have this access. When you send a message to the list, your CMC Network user name and CMC Network password must reach CMC's email server in order for it to identify you as valid sender. Sending email from your new Google Apps will not properly identify you because it will not send along your CMC Network user name and CMC Network password. Therefore, in order to send email to these lists, you will need to configure an email client to send the mail directly to CMC's mail server.

    Configure your Outgoing Mail Server (SMTP server) with the following settings:

    1. Server: email.claremontmckenna.edu
    2. Authentication: Yes
    3. User Name: CMC Network user name
    4. Password: CMC Network password
    5. SSL or TLS (secure connection): Yes
    6. Change the server port from 25 to 26


    We will be building further functionality for this purpose in the near future.