DCU Apps - FAQ | Information Systems & Services

Frequently Asked Questions

Offical Google FAQ Page

Google apps FAQ

DCU Apps FAQ

Errors

Email

Email Lists

Spam and Virus

(all spam email will be handled by google spam filter from Tuesday September 2nd, 2014)

Security and Privacy

Errors

1. OpenID error message

Complete migration at migrate.dcu.ie.

2. I am having trouble sending e-mail

Please see the trouble shooting guide online: https://support.google.com/mail/topic/1669057?hl=en&ref_topic=1668978

3. I am having trouble receiving e-mail

Please see the trouble shooting guide online: https://support.google.com/mail/topic/1668979?hl=en&ref_topic=1668978

4. I am having trouble with attachments

There are some attachment types which are not allowed. Please see this page for further information: http://support.google.com/a/bin/answer.py?hl=en&answer=6590. If this does not answer your question please try this page: https://support.google.com/mail/topic/1689440?hl=en&ref_topic=1668978

5. How do I do general troubleshooting with DCU Apps e-mail ?

Please see these online help files: https://support.google.com/mail/?hl=en#topic=1668977

6. 'This account cannot be accessed because we could not parse login request'

This error can be seen occasionally on desktops, laptops or mobile devices. Please clear your cache and cookies to resolve this error.

Instructions: https://support.google.com/accounts/answer/32050?hl=en

7. Shibboleth error.

shibboleth error

Have you bookmarked the wrong link? visit http://apps.dcu.ie. If error persists clear cache and try again.

Instructions: https://support.google.com/accounts/answer/32050?hl=en

8. Invalid Email - We are unable to process your request at this time, please try again later.

This error occurs when a staff account uses the "student login" process or vice versa. Staff login using apps.dcu.ie. Students login using login.mail.dcu.ie.

9. Signing out of my DCU Apps e-mail is not working correctly?

If you wish to sign out of your DCU Apps e-mail fully, then please close your browser after signing out. When signing into your DCU Apps e-mail initially, you are automatically authenticated for the following 30 minutes. Closing your browser on sign out will ensure that your session is fully closed.

10. I'm missing messages from my sent folder?

This may relate to conversation view. If conversation view is on then all messages in the thread can get deleted. When conversation is off it is easier to delete single messages. Please see this link for instructions to turn off conversation view ( https://support.google.com/mail/answer/5900?hl=en ) or to delete specific messages with conversation view on visit here ( https://support.google.com/mail/answer/7401?hl=en ).

11. "Recipient address rejected: undeliverable address:"

You have entered the incorrect email address. To avoid re-writing the message: On the message you wanted to send, press the downward arrow in the top right and hit forward. Enter the correct address and hit send.

Emails

1. How do I do a mail merge in DCU Apps e-mail?

See training video. 

2. Can I send/receive executable attachments with DCU Apps e-mail?

No. It is not possible to send or receive executable attachments. Please see the information online for the exact list: http://support.google.com/a/bin/answer.py?hl=en&answer=6590

3. Can I send/receive zip files with DCU Apps e-mail ?

Yes. However zip files containing executables or other zip files which are password protected can not be sent. For full details please see: http://support.google.com/a/bin/answer.py?hl=en&answer=6590

4. Can I print emails in bulk?

Yes. For instructions see: http://www.googlegooru.com/how-to-print-emails-in-bulk-in-gmail/

5. Where are my sub-folders?

Simply press on the arrow.

subfolders

6. Can I move the bin folder?

No, it is always at the bottom.

7. What is the "trash" folder?

"bin" and "trash" *are* the same label, but which one you see depends on whether the account language is set to UK English or US English. To check your language go to settings in the chrome browser, click "show advanced settings..." and press "language and input settings". If your language is not instantly available press on the "Add" button to view an expanded list.

8. Can I widen the label column?

No, this option is not available.

9. How can I move emails to a label?

Select the email and press "move to". Then select a label.

thick box

10. How do I change my send from address?

By adding another address to your account. Instructions: https://support.google.com/mail/answer/22370?hl=en

11. How do I auto-forward emails to an address?

By changing your email settings. Instructions: https://support.google.com/mail/answer/10957?hl=en

12. I can't see my emails from the old system?

You should receive a confirmation e-mail once your old e-mails have been copied across to your new account. If you have not received this e-mail then please contact us. If you have received this e-mail, then your old e-mails can be found in folders starting with DCU. So your old inbox will be in a folder call 'DCU/Inbox' etc.

13. Where are my deleted emails?

For the 30 days after you press delete, your deleted emails are in your "bin". Which can be located on the left hand pane, at the bottom of the labels. After 30 days your email will be deleted forever.

14. How can I tell if a recipient has read the email I've sent them?

By using read receipts. http://support.google.com/a/bin/answer.py?hl=en&answer=1385059 .

Email Lists

1. Can I still contact email groups such as education_committee@list.dcu.ie in the new system?

Yes. All lists with addresses of 'name@list.dcu.ie' will be unchanged. You can still e-mail them using the same name as before. The list may be in the address book so you can find it easily. If not just type the address in the 'To' field.

2. Do I still manage my old email lists in the same way?

Yes. If you previously managed a list with an address 'name@list.dcu.ie' then you will continue to manage the list in the same way for the moment.

3. When I send an email to a mailing list which I am a member of, do I receive a copy?

No, not to your inbox. If you need to view a copy of the email, you can locate it in your sent folder.

Spam and Virus

1. Will DCU Apps e-mail have good spam filtering?

Your DCU Apps e-mail account comes with Google's world class spam filtering built in. Spam will be filtered into your 'Spam' folder/label and remains there for 30 days before being deleted. For more information see: https://support.google.com/mail/answer/1366858?hl=en&ref_topic=1669056

Please note that for various reasons the effectiveness of spam scanning may have been less than optimal during the migration (previous to September 2nd, 2014). For more information: https://iss.servicedesk.dcu.ie/index.php?/News/List/Index/0/6

2. Will DCU Apps e-mail filter virus'?

Yes, more effectively than before. Please note that it is not possible to send or receive executable attachments with DCU Apps e-mail. For more information see: https://support.google.com/mail/answer/6590?hl=en

3. What happens to DCU spam scanning on September 2nd, 2014?

The main change you will notice is that your spam will no longer be managed in the DCU Spam Quarantine Report.

  • All new incoming DCU email will only be scanned by Google for potential spam
  • New quarantined emails will be not be shown in the current DCU Spam Quarantine report
  • Any emails marked as spam will now be held in your DCU Apps Spam folder

DCU Email Old/New Spam Filter Process

4.How long will I have to get e-mail from the old spam system?

On September 2nd e-mail will not get processed by the old system any longer. You will have 30 days to release any valid e-mail in the old system.

5.What do I have to do before or after September 02, 2014?

The main thing you need to remember is to check for spam in the spam folder in the new e-mail service after September 02, 2014.

You may also wish to check the old spam system to ensure that all non-spam messages are delivered to you before it is decommissioned (October 2nd, 2014). If you wish to do this:

    • Find a recent report in your e-mail
    • Change the report delivery to 'day' by clicking on the link
    • Change the included items to 'All quarantine items' by clicking on the link
    • You will receive a report the following day with all items in your old quarantine
    • Check your report and 'Deliver' all valid messages
    • Change the report delivery to 'never' to stop receiving these old reports

Spam report

Note, you will not be able to directly login to the old spam system after September 2nd, 2014.

 

6. How do I find my new spam folder?

The new spam folder is on the left menu along with your other folders/labels. By default it is not visible. To view your spam folder

 

      • Hover over the list of folders/labels in the left menu so that they expand and show 'More' at the bottom

More link for spam folder

      • Click on 'More' and your spam folder will appear below

Spam folder location

      • Click on your spam folder/label and your spam messages will appear on the right hand side, as they would when looking at your inbox

 

7.Can I make the spam folder visible by default?

Yes.

      • Go to Settings > Labels > System Labels > Spam
      • Click on 'show'

Show spam folder by default

8.Why and when are messages marked as spam/phishing?

This article explains why and when email messages are marked as spam (or phishing):  https://support.google.com/mail/answer/1366858?hl=en&ref_topic=3395161

9. How do I add e-mail addresses to a white list?

Once an email address is in your Contacts, it is automatically white-listed. To remove a contact from your white list delete it from your Contacts list.

10. How can i filter less important mail that is not spam?

This article explains how to use a tabbed in-box to automatically filter incoming email depending on the type and importance of the source: http://gmailblog.blogspot.ie/2013/05/a-new-inbox-that-puts-you-back-in.html. This is an excellent feature of the new mail system which is very helpful if you have a busy inbox.

11. How do I report an e-mail as spam?

This article explains and shows how to mark and report an email as spam: https://support.google.com/mail/answer/190737?hl=en

12. How do I move an e-mail from spam back to inbox?

This article explains how to move legitimate email marked as spam back to your inbox: https://support.google.com/mail/answer/9008?hl=en

13. What can I NOT send as an attachment?

The following article explains what file types are blocked from sending and receiving by DCU Apps: https://support.google.com/mail/answer/6590?hl=en

14. What service can I use to send restricted file types or large attachments (>25mb)?

All DCU staff/students can send zipped folders (including executable files) and large files by using a service called File Sender. To access this service click on this link: http://filesender.dcu.ie

Security and Privacy

1. Is DCU Apps e-mail the same as Gmail?

Yes and No. The functionality and programs available are the same or very similar. However, the contract with Google is different. Consumer Gmail is covered by the consumer terms and conditions (link: http://www.google.com/intl/en/policies/terms/). DCU Apps e-mail is covered by education terms and conditions (link: http://www.google.com/apps/intl/en-GB/terms/education_terms.html).

2. Is my data secure and private in DCU Apps?

Yes. There is a detailed FAQ online which answers most questions in this area. (link: http://support.google.com/a/bin/answer.py?hl=en&answer=60762). The terms and conditions covering data in your DCU Apps account is here: http://www.google.com/apps/intl/en-GB/terms/education_terms.html

3. Are my Email password and Network password the same?

Yes, after migrating to DCU Apps your Email password and Network password are the same thing.

4. What if I have very sensitive information to send by e-mail?

Sharing sensitive information by e-mail is covered on the main DCU Apps information page: http://www.dcu.ie/iss/dcuapps. Documents containing sensitive information should be encrypted before sending. Please see instructions on encrypting sensitive documents for delivery by email here: http://www.dcu.ie/iss/encryption/emails.shtml