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General Guide for Google Workspace

 

My workplace with yellow notes

Getting Started

  1. Go to: my.ryerson.ca in any web browser.

  2. Click Log in to my.ryerson.

  3. You will be prompted by TMU's Central Authentication Service (CAS) to log in with your TMU credentials. Log in with your username and password.

  4. Once logged in, select ‘Apps’ tab and choose which Google Workspace you wish to use.

If you chose not to opt-in to use Gmail (students and faculty only), you will still log into this service the same way as explained above to access your apps, but you will not see Gmail.

 

TMU has gone live with Google Workspace since October 9, 2012.

  • Google Workspace became available from Friday October 5th. To use Google Workspace log into the https://my.ryerson.ca portal and click on the Apps tab.

 

Troubleshooting

No. Unfortunately Chrome Web Store is a consumer service and subject to the consumer version of its terms of service. Consequently, TMU does not have offline access to this service.

 

Your Google Token will be available after your account has been created in Google.  It may take up to 24 hours.

You cannot retract an email that has been sent.  However, you can "undo" send immediately after you have clicked send button for 5 seconds, by default.  You will see this countdown on top of your Gmail interface.

To extend the "undo" send countdown time, you can go to Gmail settings and change the Send cancellation period to time of your choosing, under General settings tab.

 

 

Migration

If you prefer to use a desktop (AKA a "thick client") email program such as Microsoft Outlook, Thunderbird, Apple Mail, etc., please check the instructions for supported IMAP clients.

TMU will not be migrating users’ desktop email clients (such as Outlook and Thunderbird) to Google. However, Google offers a migration tool, external link that you can download to help you migrate desktop email clients independently. You can download the migration tool here:

You can also use Gmail Loader, external link to help you through this process.

 

 

Yes. Multiple address books, your personal contacts and groups will all be migrated and available in Google under "My Contacts."

 

TMU has signed a contract with Google and is using the Google Workspace For Education edition. This is different from the consumer version that your personal email account is set up on. This educational version will not do any data mining, or present you with advertisements. When you are logged into your TMU Google Workspace account on the web interface, you will see TMU branding at the top of the page.

That being said, there are several ways you can log into both accounts. Here are instructions, external link on how to do this. However, the easiest way to prevent confusion is to open up multiple browsers (Firefox and Chrome, I.E. etc.) to log into different accounts.

 

The trash folder will NOT migrate, so make sure to move all important mail out of the Trash folder. Please note that the Trash folder in your new TMU Gmail account will automatically be purged every 30 days.

Yes, generic email accounts are also receive the full Google package, including Gmail, Calendar and Google Drive access. As the owner of a generic account, you must manually opt-in to migrate your generic account.

Here’s how: 

  1. Log in to the my.ryerson portal with your username and password.
  2. Find the Self Service module and click Guest and Generic Accounts.
  3. Under the General section, click on Opt Into TMU Gmail for Generic Accounts
  4. From there, you can opt in to move your generic account(s) over to TMU Gmail


Privacy & Security

TMU uses Central Authentication Service (CAS) as our single sign on (SSO) solution. It’s used to access the my.ryerson portal, Google Workspace for TMU and many other web applications.  For security reasons and to help mitigate phishing attacks, it is important that users are able to view the URL of the CAS login page in the browser address bar. Hence, we do not allow CAS login page to be embedded in other web pages, for example, via an inline frame (iframe). And we have mechanisms in place to break out of embedded pages such as iframes.  In such cases, you will get  "Authentication Required" CAS page:

image file Authentification required on third party sites

Sites often embed Google technologies in them, such as Google Calendar, Google Forms, and Google Maps etc. Some of these want to retrieve your Google data (your avatar, gmail address etc.), so Google tries to authenticate you. If your Google authentication session has timed out, you will be redirected to the Google login page. If you’ve used Google Workspace for TMU, you will be redirected to the CAS login page.  As these all happened in the embedded iframe, CAS breaks out of the frame and present you with the "Authentication Required" page.

 

No, students will not be added to the Contact Directory. Staff and Faculty will be searchable in the Global Address List (GAL).

Features

To upload an image for your Gmail account:

  • Click the gear in the top Gmail navigation bar.
  • Select Mail settings.
  • Make sure you're on the General tab.
  • Click Select a picture under My picture.
  • To use an image from your computer:
  • Make sure My Computer is selected on the left.
  • Use the Browse... or Choose file... button to select the desired image.

 

If you use the Chrome browser, links will open in new tabs by default. If you're using another browser, you can change the browser settings to open new tabs instead of new windows. In Internet Explorer, for example, go to Tools >Internet Options>Tabs>Settings, and click Let Internet Explorer choose how to open pop-ups.

These are not actually advertisements, but are referred to by Google as “Web Clips”. You can remove them as follows: Click the gear icon at the top right of your screen and select “Settings.” Go to the “Web Clips” tab on your Settings page and uncheck “Show my web clips above the Inbox.”

Google Workspace supports the following browsers:

  • Google Chrome

  • Mozilla Firefox

  • Windows only: Internet Explorer, Microsoft Edge

  • Mac only: Safari

No. Because Google Workspace runs in a web browser, you just need to use a supported browser.

 

 

The interface for Gmail and Google Calendar are available in over 50 languages. For a list of the available languages and instructions on how to set a different language, see the Gmail Help Center, external link.