Google at IU

Google at IU provides all faculty, staff, and students with access to Google Apps such as Docs, Drive, Sites, Sheets and other Google Apps.

After the upgrade: What you need to know

Umail accounts have been upgraded to Google at IU. Current IU students can no longer access or transfer Umail Drive files. For assistance, contact your campus Support Center.

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Google at IU Apps

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Google at IU is not acceptable for any institutional data classified as "critical." It is the responsibility of users to safeguard institutional data. By logging in, you are attesting to your knowledge of the policy on data and its recommended usage at IU.

About Google at IU (G Suite for Education)

Note:
Beginning January 31, 2019, you will no longer be able to create new Google at IU groupspaces. Google is deprecating classic Google Sites, the underlying technology for groupspaces, and is encouraging customers to adopt new Google Sites for web publishing. More information about the retirement of classic Google Sites and migrating content from classic to new Google Sites will be available soon.

On this page:


Overview

Google at IU makes Google's G Suite for Education (formerly Google Apps for Education) available to students, faculty, and staff. Gmail, Google Docs, Drive, Sites, Sheets, and many of your favorite Google apps are available at google.iu.edu.

For managing projects and other types of group activities, Google at IU groupspaces provide a collaborative workspace with access to multiple integrated Google tools, including calendar, mailing list, wiki, embedded docs, etc.; see Create a Google at IU groupspace.

Google at IU is under continual review as the service itself changes, and UITS will continue evaluation for revision and improvement to the IU implementation.

Important:
While UITS endorses the use of Google apps, they can pose accessibility issues, and can take considerable time for individuals with disabilities to master. Therefore, it is best to offer additional options for completing course requirements.

Access Google at IU

Access Google at IU by:

  • Logging into google.iu.edu with your IU username and passphrase.
    Note:
    When you log into Google at IU using CAS, IU's SSO (single sign-on), Google's 2-Step Verification will not apply, and thus will not work.
  • Visiting app-specific pages (for example, drive.google.com), entering your email address in the format username@iu.edu, and then logging in with your IU username and passphrase.
  • Logging into Google mobile devices and apps with your email address in the form of username@iu.edu, and then logging in with your IU username and passphrase.

Be sure to verify (in the upper right) which account you're logged into when working in Google. By default, Google keeps you logged in, even when you close your browser, unless you sign out first. Thus, for example, you may be logged into your personal account, even when starting from google.iu.edu. You may wish to add a profile picture for each of your accounts to help differentiate between them; for instructions, see Add a profile picture.

Important:
Always use your Google at IU account for Indiana University coursework and other university business. Personal Google accounts are not approved for institutional data. See Manage multiple Google accounts at IU.

Apps in Google at IU

The core Google apps available at IU are:

  • Gmail: Student email service that works seamlessly with other Google at IU apps. See About Gmail at IU.
  • Google Drive: Allows you to share files and collaborate from any device, with unlimited space. Use Docs, Sheets, Slides, Forms, and Drawings to collaborate on class assignments, research, presentations, etc. See Store, share, and collaborate on documents at IU.

    By default, new files and folders created in Drive are private and can be shared with specific people and groups. Other sharing options include Anyone at Indiana University with the link, Anyone at Indiana University, Anyone with the link, and Public on the web.

    For help, see the Google Drive Help Center and the Google Docs editors Help Center.

  • Google Calendar: Create a calendar that can be kept private, shared with others you select, or made public online. Public calendars can be embedded in other sites to advertise your events. UITS recommends these for use in conjunction with Google at IU groupspaces and for publishing public events, but not as personal calendars for faculty/staff.

    For help, see the Google Calendar Help Center.

  • Hangouts: Hangouts, which lets you chat with other Google users within and outside IU in both Hangouts and other Google apps (for example, Docs), will eventually be replaced by two separate apps: Hangouts Meet and Hangouts Chat. Hangouts Meet, an audio and videoconferencing service, is currently available within Google at IU; Hangouts Chat will be released at a later date.

    For help with Hangouts, see Hangouts Help Center.

    For help with Hangouts Meet, see Hangouts Meet G Suite Learning Center.

    Note:
    Videoconferencing is intentionally disabled in Hangouts for security purposes.
  • Google Sites: Sites is a tool for building simple web sites, allowing non-programmers to get a web site up and running quickly. Add interactive Google gadgets and services like calendars, lists, Drive documents, charts, or maps to any page in the site. You can use Google Sites for many purposes, including individual or group class assignments, personal presentation portfolios, and informational web sites.

    There are two versions of Google Sites, "classic" and "new". Classic Google Sites has more features, but the new Google Sites, which is still under development, has a much more modern look and feel. Google plans to retire classic Sites when its most popular features have been added to the new Google Sites. For this reason, UITS recommends using new Sites unless you need features available only in classic Sites. For a detailed feature comparison, see the Google Sites Classic Comparison.

    When combined with a Google Group and Google Calendar, a Google Site offers an integrated space for collaboration; at IU, this is called a Google at IU groupspace. Groupspaces currently use the classic Google Sites.

    For help, see the Google Sites Help Center.

  • Groups: Create a group of individuals to add to a group forum and mailing list. Gives group administrators the ability to easily manage the access of members of the group in other Google apps (for example, Sites, Drive, Calendar, etc.).

    To create a groupspace group, go to google.iu.edu and click Create a Groupspace.

  • YouTube: With Google at IU, you get a prebuilt YouTube channel where you can post videos.
    Note:
    IU's Kaltura video service provides better security for videos, provides user-specific analytics (within Canvas courses), and makes captioning more seamless.

    For help, see the YouTube Help Center.

  • Blogger: Create your own blog and share it with selected people, or open it to the world.

    For help, see the Blogger Help Center.

  • Contacts: Create an online address book, integrated with Calendar, Drive, and other Google products.

    For help, see the Contacts section of the Gmail Help Center.

  • UITS plans on making the following apps available sometime in the future:
    • Hangouts Chat
    • Team Drives
    • File Stream

Google at IU releases

Updates to Google at IU will typically be applied one week following the scheduled release date on the G Suite release calendar. The What's New in G Suite launch recap also contains descriptions and pictures of applied updates.

Google at IU is under continual review as the service itself changes, and UITS will continue evaluation for revision and improvement to the IU implementation.

Also, see G Suite Updates.

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Storing, sharing, and collaborating

Data Management at IU

Google at IU is not acceptable for any institutional data classified as "critical." It is the responsibility of users to safeguard institutional data.

By logging in, you are attesting to your knowledge of the policy on data and its recommended usage at IU.

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