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DCU Apps is DCU's installation of Google Apps for Education is a suite of online software applications that Google offers to educational institutions and non-profit organisations free of charge offering excellent benefits.FAQs for Google Apps users

Student Login  - Click here to log into DCU Apps for students. Staff Login  - Click here to log into DCU Apps for staff.

 

DCU Apps

 
 Gmail 

Gmail

DCU Apps Email is Google's web-based email application. It has a lot of great features you won't find in other email applications. The best way to start working with DCU Apps Email is to become familiar with some of its features. For more information see the tutorials below and visit our training page.

Email Features
  1. Keep Your Email Address: Have an address from the old DCU mail system? You keep it.
  2. Offline Support: Write messages without an internet connection. The next time you connect it will be sent.
  3. Inbox Management: Manage your email using labels and filters to organise.
  4. Powerful Search: By searching across all your emails you can find exactly what you're looking for.
  5. Works with DCU Apps Calendar: Add events straight to calendar from your email.
  6. Spam Filtering: No more spam with Googles cutting edge filtering.
  Google Drive 

What is Google Drive?

Google Drive is a cloud storage service, and like any cloud storage service its main purpose is to expand your ability to store files beyond the limits of your hard drive.

What can be stored in Google Drive?

Google Drive can store all types of files. You can also save email attachments sent to you through Gmail directly to Google Drive, which saves you from having to make the move manually.

There are some general file attribute limits that Google Drive enforces, however, they’re pretty generous and shouldn’t impact most use. See below.

File sizes

These are the documents, spreadsheets, and presentation sizes you can store in Google Drive.

    • Documents: Up to 1.02 million characters. If you convert a text document to Google Docs format, it can be up to 50 MB.
    • Spreadsheets: Up to 2 million cells for spreadsheets that are created in or converted to Google Sheets.
    • Presentations: Up to 100 MB for presentations converted to Google Slides.
    • All other files: Up to 5 TB.
    • Limitations:After you've uploaded 750 GB in 1 day, you'll be blocked from uploading additional files that day.

Previews

In Google Drive you preview files from within the browser without having to download them, first. Previews are available for Microsoft Office, Adobe and general file types, like .txt files, image files, audio files and even video files. Its versatility makes Google Drive great for not only getting work done, but enjoying your media library, too.

Access

Google Drive can be launched from within DCU mail a/c via the DCU apps launcher located at the top right of the application, see image below. Google Drive can also be accessed through all major browsers by going to drive.google.com and logging in using your DCU account credentials. That includes Chrome, of course, in addition to Firefox, Microsoft Edge (Windows only) and Safari (Mac only).

Google has recently discontinued their standard Google Drive desktop app and replaced it with two new applications Backup and Sync, and Drive File Stream.

  Google File Stream 

What is Google File Stream?

Google Drive File Stream is a desktop application that allows you to quickly access all of your Google Drive files on demand, directly from your computer without losing precious drive space.

Your files are stored in the cloud instead of your computer, and any changes you make are automatically synced with the cloud for quick, easy access anywhere you have an Internet connection.

In addition, you can select which files you would like to make available for offline use. File Stream is compatible with both Team Drives and classic Drive.

When you install Drive File Stream on your computer, it creates a drive in Microsoft Windows Explorer or a device in Apple Mac Finder named Google Drive File Stream.

All your My Drive and Team Drive files will appear there.

Google File Stream Features:
  1. Upload Files for Storage: Receive unlimited free storage with DCU Apps.
  2. Share Files: Share files with friends and co-workers easily with DCU Apps Drive.
  3. Google Docs: When using Drive via your web browser you will have access to the Google Docs suite.

Google File Stream Enables: 
  1. Access, search and manage files on-demand from your computer in seconds. 
  2. Get just the files you need and make certain files available for offline use later.
  3. Access your work even quicker, as your most-used files become available in the background intelligently.
  4. Enables the user to stream My Drive and Team Drive files directly from the cloud.

Google File Stream Benefits:
  1. Frees up disk space and network bandwidth.
  2. Decreases sync time.
  3. Minimises the amount of DCU data stored on users’ hard drives.

  File Stream - DCU Software Center 

File Stream

Follow the instructions below and learn how to install Google Drive File Stream to your PC.

  1. Open the run dialogue box on your PC by clicking the keyboard shortcut [Windows]+[R], see image below.
  2. Type softwarecenter: into the dialogue box and then click ok.
  3. To install Google Drive Stream click on the icon highlighted below.
  4. Click the install button above to start the install process.
  5. Once file stream is installed enter in your DCU email address when prompted to enter your email address to verify which institution you are from.
  6. If you have more than one gmail a/c you will be prompted to select the a/c you wish to back up & sync. In this instance select the Organisational G Suite Account to proceed.
  7. Enter your DCU user name and password and press next.
  8. After installation is complete, all the files in your Google Drive will be mapped to an new drive on your PC, see image below. These files can be accessed by selecting the drive, locating the file you wish to access and double clicking on it.
  File Stream For Mac 

If you are a Mac user it is possible to download File Stream and Back Up & Sync from this dedicated download page.

 
  Google Back Up & Sync 

What is Google Back Up & Sync?

Safely back up your files - Upload and store files from any folder on your computer, camera, and SD cards in the cloud. You can find your content on any phone, tablet, or computer using Google Drive, and your photos and videos in Google Photos.

Google Back Up & Sync Features:
    Once the application is installed you can commence the process of backing up your data with one click of the mouse.

Google Back Up & Sync Enables:
    • Choose which files and folders to back up.
    • To access your files and folders from anywhere at any time.

Google Back Up & Sync Benefits:
    • Your data is continually being backed up to the cloud.
    • Simple automated operation.
    • Unlimited storage for all DCU staff and students.
    • Automatic backup of attached storage and cameras.

  Backup and Sync - DCU Software Center 

Backup and Sync

Follow the instructions below and learn how to install Google Drive Backup and Sync to your PC.

  1. Open the run dialogue box on your PC by clicking the keyboard shortcut [Windows]+[R], see image below.
  2. Type softwarecenter: into the dialogue box and then click ok.
  3. To install Google Drive Back Up & Sync click on the icon highlighted below.
  4. Click the install button above to start the install process.
  5. Once file stream is installed, click on the Get Started button, see below.
  6. Next enter in your DCU email address then click next. If you have multiple Gmail accounts then select your DCU email a/c to proceed.
  7. If you have more than one gmail a/c you will be promoted to select the a/c you wish to back up & sync. In this instance select the Organisational G Suite Account to proceed.
  8. Enter your DCU email and password.
  9. Select what Folder you wish to back up and then click on Next to proceed, located on the bottom right.
  10. ISS recommend that you back up all folders as there is no data cap on your DCU Apps account.
  11. ISS recommend that you leave the next option unticked and click on the Next button to complete this stage of the process.
  Back Up & Sync For Mac 

If you are a Mac user it is possible to download File Stream and Back Up & Sync from this dedicated download page.

 
  Compare Google File Stream to Back Up & Sync 
Compare sync solutions
Feature Drive File Stream Backup and Sync
Access files in My Drive
Access files in Team Drives
Stream files on demand
Sync only selected folders in My Drive
Use native applications like MS Word and Photoshop
Sync other folders, such as Documents or Desktop
  Team Drives - New Drive Feature 

Team Drives

Google Team Drives are shared spaces where your teams can easily store, search, and access their files anywhere, from any device.

Team Drive files belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and work.

Note when creating a Team Drive assign the highest access level (such as full access) to all team members.

What can you do with Team Drives?

You can create a Team Drive for your projects or team to share information and work.

Feature Description
Find files even after an employee leaves
    • Files are owned by a team and organisation, not by an individual.
    • When an employee leaves the organisation and their accounts are deleted, their files remain in Team Drives.
Improved sharing rules
    • All members of a Team Drive see the same content.
Content discoverability
    • When you add a user to a Google Group, that user is automatically added to all the Team Drives that include that group.
Share Team Drives with external users
    • You can add external users to a Team Drive.
    • The Team Drive appears in the external Google Drive.
    • Any work an external user contributes (for example, edits within a file, creating a new file, uploading a file) is transferred to and owned by the domain that created the Team Drive.
    • The external user must have a Google account and be signed in to Drive.
Synchronise content on your desktop
    • You can access your Team Drives on any computer using Drive File Stream.

For more information on Google team drive please visit the G Suite Learning Centre

 Google Calendar 

Google Calendar

Organising your schedule shouldn't be a burden. With DCU Apps Calendar, it's easy to keep track of life's important events all in one place. For more information on DCU Apps Calendar visit here.

Calendar Features
  1. Share Your Schedule: Share your calendar with others and view schedules that others have shared with you.
  2. Get Your Calendar On The Go: Access your Calendar on your smart phone.
  3. Inbox Management: Manage your email using labels and filters to organise.
  4. Never Forget Another Event Again: Customisable reminders help you stay on schedule.
  5. Send Invitations and Track RSVPs: Invite other people to events on your calendar.
  6. Work Offline: Know where you're supposed to be even when you don't have internet access.
 Training for Google Apps 

Training for Google Apps

Training for Google Apps is a Chrome extension that offers simple and interactive training lessons to get you up and running fast with Google Apps. After adding to Chrome, refresh your Gmail, Calendar, Drive, Docs, Sheets, Slides, Sites, Forms, Google+, Classroom, and Admin Console tabs to access the Training menu. The Chrome app can be downloaded from the ChromeStore

  1. Interactive training - Whether you’re in Gmail, Calendar, Sheets, Slides, or Docs, you can learn and take actions, all at the same time.
  2. In-App experience - Training is accessible directly within Google Apps so you don’t need to leave the application to learn how to use it.
  3. Available to all - Whether it’s to master Google Classroom, or the Google Docs, Training for Google Apps is free for Everyone.
 Operational Excellence 

Operational Excellence

Operational excellence is one of the foundations of the DCU Strategy 2012-2017. DCU Apps is a fantastic set of modern applications which is continually updated and upgraded helping DCU to keep pace in a fast changing IT world. These modern business tools will form an important part of the President's vision for a '21st Century Digital Campus' where state-of-the-art IT is part of the DCU fabric. Some benefits for DCU at a glance:

  1. Data Storage: Students and staff are provided unlimited Email and Drive storage (similar to Dropbox).
  2. Reliability: 99.9% monthly uptime percentage: Google Apps SLA.
  3. Common Platform: Staff and students of DCU (and the linked colleges) using one common set of applications.
  4. Web Based Access: All applications available from any web browser - no need to install additional software.
  5. Cost Savings: The services are provided by Google at no cost to educational institutions.
  6. Ease of Use: Google employs vast teams of usability experts who continually update and improve the products.
  7. Mobility: DCU Apps are easily configured and synchronised to all your mobile devices allowing 24 X 7 access.
 DCU APP's FAQ 
Q:   What is Gmail? 
Answer:

Gmail is Google’s email program. Gmail provides features such as integrated chat, labels, filters, and search. If you are new to Gmail see one or more of Google's getting started guides below

  1. Gmail Overview
  2. Gmail Tutorial
  3. Gmail quick start
Q:   Where do I log into my DCU Apps Gmail account? 
Answer:

Students can login directly here: Student Login

Staff can login directly here: Staff Login

Login with your DCU username (e.g. bloggsj5) and your DCU registration/network/moodle/portal password.

Q:   Who do I contact for support? 
Answer:

If you have any problems or issues while using or accessing your DCU Apps a/c please contact Information Systems Services for support.

Q:   I am very concerned about the security and privacy of my information, should I be? 
Answer:

These are very valid and common concerns for users of Google Apps but rest assured Google have a number of resources available to address these issues.

  1. Security and Privacy FAQ
  2. Privacy Center
Q:   What if I already have a personal Gmail account? 
Answer:

DCU Apps is a separate account that allows you to send and receive Gmail (Google email) using your @mail.dcu.ie email address for students and @dcu.ie for staff. Your DCU Apps account provides the benefits of Gmail in an ad-free environment.

Q:   Are themes available in my DCU Apps Gmail account? 
Answer:

Yes .. More Information is available here.

There are 2 things to be aware of

  1. They are only available in the latest browsers. See the information link above for details.
  2. Themes are considered a pre-release feature. And Google says of these features
    "These features should be considered in testing for Google Apps, and we are unfortunately unable to offer support for these specific features."
    So we have enabled themes but they are unsupported by Google in the DCU Apps environment. This means if you have problems with themes or if they do not work as expected there is nothing we can do.
Q:   Why can't I log into my DCU Apps account through the Google site? 
Answer:

DCU Apps is DCU's installation of the Google Apps for Education software suite, which Google offers to educational institutions and non-profit organisations. Due to account customisation and security requirements, users must log in through DCU's authentication system.

Q:   How will I control spam? 
Answer:

Your new DCU Gmail account will be protected from spam by Google’s antispam software. There will be a spam label below to inbox to check if mail has been incorrectly marked as spam. You will no longer receive the spam reports from the DCU spam system.

Further information from Google

Q:   Can I use other email programs to access my DCU Apps email? 
Answer:

You can access your DCU Apps Gmail account using POP IMAP, and mobile email programs.

The google instructions for POP/IMAP/Mobile access refer to username@gmail.com. In your case this will be your full DCU mail address (e.g. Joe.Bloggs5@mail.dcu.ie). Your password will be your original registration/DCU network password.

Q:   Why do I need two passwords? 
Answer:

There are two passwords associated with your DCU Apps Gmail account depending on how you access your mail. One is your DCU registration/network/moodle password - used for web access. The other is a local google password used for IMAP/POP/Talk client access. These passwords are both set to be the same initially - your original registration password.

If you never change your DCU network password then your 2 passwords will always be the same.

When accessing your account using a web browser on a PC or phone your username is the short version (e.g. bloggsj5) and you will always use your DCU network password.

When accessing your account using a client (IMAP/POP/Desktop Talk) your username is your full email address (e.g.Joe.Bloggs5@mail.dcu.ie) and the password is stored locally on google - your original registration password.

Q:   Why is it that my DCU Apps account doesn’t have the same applications as my personal Gmail account? 
Answer:

Your DCU Apps account is part of a software suite called Google Apps for Education, which Google offers to educational institutions and non-profit organisations. Google decides which services to include in the Google Apps for Education software suite.

Q:    What if I want to use a Google program that is not offered through DCU Apps? 
Answer:

If you wish to use a Google program that is not included in DCU Apps, such as Google Groups, you can use your personal Gmail account. If you do not have a personal Gmail account, you can sign up for one at www.gmail.com.

Q:    Sharing sensitive information by email? 
Answer:

Unencrypted email is not a secure way to transfer sensitive information regardless of the email solution or where that email solution may be hosted ('in the cloud' or 'on premises'). Advice in this regard is not changing as a result of a move to an email solution provided by Google.

Encryption should be used to protect sensitive data sent by email. The DCU Data Handling Guidelines should be referred to for guidance as to what data should be encrypted.

Instructions on how to encrypt data to be sent by email is contained on the ISS Encryption page.

Q:   What happens to my DCU Apps a/c when I retire? 
Answer:

All staff retain their DCU Apps a/c when they retire and have access to the entire suite of apps for education including Google Drive for which they have unlimited storage.

Q:   What happens to my DCU Apps a/c when I graduate? 
Answer:

All students retain their DCU Apps a/c when they graduate and have access to the entire suite of apps for education including Google Drive for which they have unlimited storage.

Q:   What is DCU's agreements with Google? 
Answer:

On foot of advice from DCU's legal advisors, DCU has entered into agreements with Google Inc to provide the services we refer to as 'DCU Apps'. These services are provided by Google Inc. Certain Google services are covered under the 'Google Apps for Education Agreement'. These services are referred to as 'Core Google Services'. The Core Google Services are Calendar, Contacts, Drive, E-mail, Groups for Business, Sites, Talk and, Video.

Services that do not form part of the Core Google Services are referred to as 'Google Consumer Apps'. General 'Google Terms of Service' apply to these products. Examples include, but are not limited to, YouTube, Google+ and Google Maps. Google's Privacy Policy forms part of Google's Terms of Service.

Google Apps Acceptable Use Policy applies to all Google services.

All members of the DCU community are encouraged to review the terms of service and applicable policies of all Google services they intend to use. DCU routinely receives advice from the University's legal advisors in relation to Google agreements.