2. Apps‎ > ‎

a. Mail

Introduction

(1:44) 
 

Where is Google's own information about Gmail?

Find virtually all you need to know at the Gmail Help Center.  "Getting started with Gmail" covers:

  • Switching to Gmail
  • Send & receive messages
  • Basic settings
  • Gmail tips & tricks

Note: Working with your Google Apps mail is almost identical to working with a personal Gmail account.

Look for "Email clients, offline, & accessibility" toward the end of the Help Center list for information about using Gmail with several email clients/programs as well as Gmail Offline for Chrome

How can I get a Google Apps account?

If you need an account for a SIL field assignment, read our "creating email accounts for field assigned personal" (on the Insite wiki).  If you are a member of or assigned to Wycliffe USA, contact the Wycliffe USA email admin team for a @wycliffe.org account.  Otherwise, you are probably looking for an account from the Global Alliance team and can submit a ticket request by email.

How can I best secure my account (2-Step Authentication)?

Google provides all the tools necessary to secure your Google Apps account:

  • We require you to connect to your account using encryption when using a web browser or when using a supported email client.
  • Your password must be at least 10 characters long and contain at least one letter and one number.  A more complex password (longer, using special characters, etc) is recommended
  • Google sends the SIL Google Admin team alerts after suspicious account activity, such as simultaneous login attempts from across the globe.
  • Google suspends accounts and alerts us when they believe the account has been compromised, such as when it begins sending large quantities of spam.
  • You may turn on Google's two factor authentication, called 2-Step Verification, for your account.  This is highly recommended by us and is required by certain SIL departments such as Finance.

But it's really up to you, the owner of the account, to use these tools, to use them consistently and to use them wisely.

  • Our #1 recommendation is to enable Google's 2-Step Verification.
  • You must maintain control of devices (computers, smartphones, tablets) which usually have passwords stored in their email clients.
  • You should have strong passwords not only for your email accounts but also for all devices.  (Search for "strong password definition" to understand this better.)
  • Change your password if you have ANY suspicions.  (Remember to set up an alternate contact point to let you reset your password at any time.)
  • Use dependable, antivirus/anti-malware software on each device.  Ensure it is self-updating and that it is scanning all your activity.
  • Do not fall prey to Phishing attacks, give away your login or personal information, open email attachments you did not ask for, visit websites that raise red flags, or act in any other way that compromises your device or email account.
  • When sharing Google Drive files/folders, be stingy.  Don't let people edit if they only need to view; don't share a folder if someone only needs to work with an individual file; Use the advanced option that prevents others from sharing your file with a third party; etc.
  • Respond quickly to any emails from SIL Google Admin if we are asking you to confirm any suspicious activity we have noticed.
Additional information about securing your Google Account.

How can I get my email?

Your Google Apps email can be accessed using most web browsers or though use of supported email clients.

Webmail

Google's webmail interface and functionality for Google Apps and any other Gmail is identical.  To access your account online, go to any of the following:
    • gmail.com (shorter and easier to remember and thus recommended)
    • mail.sil.org
    • google.com/a/sil.org
Note that, in each case, your browser will switch to secure mode (https://)

Enter your account email address and your password.  If you can't remember your password, see the instructions for resetting your password.  

The first time you log in, you'll be asked to take a moment and set up your account.

Using an email client

An email client often offers additional/different features that users prefer, such as easily working offline.  Select one of the supported email clients listed to learn how to configure them:
Using a mobile device
Besides the ability to use the webmail interface on a mobile device. you may also configure an email app.  While each operating system platform (Android, IoS, Windows, Blackberry) normally comes with their default one pre-installed, we strongly recommend using one of the two Google mail apps: Gmail or Inbox by Gmail.  These free apps are available from the online stores and are easy to configure.  Simply provide the email account (address) and password and these programs automatically supply any other required settings.  See Mobile Setup in the Support section for more details.

How do I use the webmail interface?

What is Google's "basic HTML" view?

Google's support page describes this as one of two views or display modes, the other being "standard view."  While it states that this basic view is used when you use an unsupported browser, it also fails to mention that it is used when your browser connects using a very slow internet connection.
How do you know if you are using the basic HTML mode?  Oh, you'll know!
  • First, after entering your login credentials, the lower right corner of the web page will display "Loading basic HTML", disappearing as your Inbox displays.
  • After your inbox loads, you will find a section at the bottom that says 
  • And the entire web page appears very, very different from what you would normally see in standard mode.  Here's a snippet of the page, just to demonstrate how different.
Because this view/mode is designed for old/unsupported browsers, the ability to perform some advanced actions is missing.  If Google's documentation or instruction you have received from others seems to be unavailable, including how to make changes to your settings, ensure you are in standard mode.
Additionally, as your Google Admin team, we have also heard where users have made changes to their email settings that have not "stuck".  In one case, someone turned on a feature, saved the changes, but found that nothing changed.  Returning to the same screen, the setting was still turned off.  Only when they switched to standard view were they able to make the change and have it take effect.

I need help with my password?

Whatever the problem, we can offer help.  Refer to our password recovery page in the support section.  If that doesn't resolve the problem, contact us.

GASMO, IMAP and POP3: Which one do I use in my email program?

The most important decision you can make and the most common point of confusion is what type of email protocol to use.  Traditionally the choices have been POP3 and IMAP.  When using Microsoft Outlook for Windows, Google offers a very good third choice: Google Sync for Microsoft Outlook (aka GASMO).

While each has advantages, there are also disadvantages.  In short, while POP3 is great and often even necessary for those in the field with terribly slow, expensive and unstable internet connections, the bottom line is that we strongly recommend at least IMAP, and GASMO if you use Microsoft Outlook for Windows. 

More details about IMAP and POP are here, including specific settings used for accessing a Google Apps account.

How do I share ZIP and other compressed files?

How to share files (including compressed files) via Google Drive

You may also use other file sharing programs such as Dropbox.

Why are compressed files not accepted on our domains?

To prevent against potential viruses, Gmail doesn't allow you to attach certain types of files, including:

    • Certain file types (listed below), including their compressed form (like .gz or .bz2 files) or when found within archives (like .zip or .tgz files)
    • Documents with malicious macros
    • Archives whose listed file content is password protected
    • Archives whose content includes a password protected archive

Note: If you try to attach a document that is too large, your message won't send. Learn more about attachments and file size limits.

File types you can't include as attachments

.ADE, .ADP, .BAT, .CHM, .CMD, .COM, .CPL, .EXE, .HTA, .INS, .ISP, .JAR, .JS (NEW), .JSE, .LIB, .LNK, .MDE, .MSC, .MSI, .MSP, .MST, .NSH .PIF, .SCR, .SCT, .SHB, .SYS, .VB, .VBE, .VBS, .VXD, .WSC, .WSF, .WSH