Introduction to GWemail
GWemail is the university’s Google-based mail and calendar system for faculty and staff. GWemail features state-of-the-art communication tools, increased storage space and greater mobility, as well as BlackBerry Enterprise Server functionality.
GWemail General FAQs
- Does GW have a different name for its Google mail system?
- What are the benefits of GWemail?
- Is it safe to store University data on Google Mail servers?
- I am a student and a staff member, can i have two separate emails accounts for the two roles?
- Where can I access tutorials for GWemail?
- What do I do if the information provided doesn't resolve my issue?
Setup and Configuration FAQs
- How can I archive my GWemail?
- How can I disable the advertisement that shows up right above my inbox?
- How can I send deleted items from Outlook to the 'Trash' folder in GWemail?
- Are there instructions available to configure email clients such as Outlook, Thunderbird?
- Where can I find instructions to setup Google Sync for my phone?
- I've claimed my account, but now my mobile device doesn't work!
- I have claimed my account but I am no longer receiving mail in Microsoft Outlook.
GroupWise to GWemail Migration FAQs
 |
 |
- Will the move to GWemail change my e-mail address?
- What changes can I expect?
- I send e-mails through the ListServ. Will I continue to be ale to send these?
- Do the folders in GroupWise become labels in GWemail?
- How do I access my Groupwise archives?
- How can I use my GroupWise Address Book in the new GWemail?
- How will I be able to tell the difference between migrated e-mail and new e-mails in GWemail?
- Why do some of my recently migrated messages appear to be from me, when I didn't originally send them?
- I already use GW's Google calendar. Do I need to migrate my GroupWise calendar as well?
- How do I view labels on my iPad, Windows phone or iPhone after the migration?
- Will I continue to receive email mail sent to my GroupWise Account after the migration?
- Will senders be notified of my new e-mail address?
- Should I notify e-mail list owners or subscription owners of my new address?
- Will my GroupWise account be accessible after the migration?
- What is Gwava Retain?
- How long will my GroupWise archive be available in Gwava Retain?
Known Issues
- When trying to login , I get an error : "Your IMAP server wishes to alert you to the following: Web login
required: http://mail.google.com/support/bin/answer.py?answer=78754
(Failure)" - Why is there a different date & timestamp than the actual date/time received on some emails?
- Why do I get "Too many simultaneous connections" error when using IMAP in Apple Mail?
Training Resources:
- Please click here to access a Basic Tutorial
- Additional tutorials can be found at : http://helpdesk.gwu.edu/faqs/wtgwemail.html
- Skillport training ( Online and Instructor-Led) is available for GWemail. To access / sign up for these, please log into http://my.gwu.edu/. Then, under 'Quick Links' , click on Training, Web Based - SkillPort.
To access or sign up for the training session , follow these steps:
Web-Based:
- Click on Catalog > Custom Curricula > GWemail
Instructor-Led:
- Click on Catalog > Instructor Led Training > GWeMail for Faculty/Staff
- Roll your mouse over GWeMail for Faculty/Staff
- Click Sessions
- Select the link of the session to attend
- Scroll down and click Enroll Me
GWemail Client Configuration
You can retrieve your GWemail messages with a client or device that supports IMAP or POP, like Microsoft Outlook or Apple Mail. The IT Support Center recommends setting up an IMAP connection rather than POP , for the flexibility of access from multiple access points that it offers. But, it is to the discretion of each user if they would like to prefer to set up IMAP or POP.
POP - POP does the opposite. Instead of just showing you what is in your inbox on the mail server, it checks the server for new messages, downloads all the new messages in your inbox onto your computer, and then deletes them from the server. This means that every time you use POP to view your new messages, they are no longer on the mail server.
- Enable IMAP in GWemail.
- Sign in to GWemail.
- Click Settings at the top of any Gmail page.
- Click Forwarding and POP/IMAP.
- Select Enable IMAP.
- Configure your IMAP client and click Save Changes.
Note: At this time, it's not possible to enable IMAP while using the basic HTML interface. Please use the standard view to see this option.
- Set up the email client application.
Server Information Incoming mail server (IMAP): imap.gmail.com Port: 993 SSL Enabled Outgoing mail server (SMTP): smtp.gmail.com Port: 465 SSL Enabled If you would like to set up POP on your email client , please contact the IT Support Center at 202-994-4948, to guide you through the process. Login Information User Name: Enter your full email address ( jsmith@email.gwu.edu ) Customized instructions for most widely used email clients:Client Customized Instructions Outlook 2003 
GWemail InstructionsOutlook 2007 GWemail InstructionsThunderbird GWemail InstructionsApple Mail GWemail InstructionsGroupWise GWemail Instructions
Mobile Devices
| Mobile Device | Google Help | GWemail Customized Instructions | Mobile App Access |
|---|---|---|---|
| Android | Google Help | Android App.pdf Android IMAP.pdf |
http://www.google.com/mobile/mail |
| iPhone | Google Help |
To install Google Sync:
Google Sync will allow you to view multiple calendars at the same time. |
|
| BlackBerry* | Google Help | RIM BlackBerry IMAP.pdf |
|
| Symbian* | Google Help | ||
| Windows Mobile 5* | Google Help | ||
| Windows Mobile 6* | Google Help | ||
| SnapperMail | Google Help |
How can I set up IMAP on my BlackBerry?
To set up the BlackBerry's email client with Google Apps email (IMAP), just follow these steps:
- On your BlackBerry device, navigate to your home screen
- Select the icon that lets you set up email (this can be called Setup, Setup Wizard, Email Setup, BlackBerry Set-up, E-mail settings, or Personal Email Set-up)
- Follow the setup instructions provided on your device to create a new e-mail account.
- Be sure to enter the following:
- Mail Server: imap.gmail.com
- Username: [NetID@email.gwu.edu]
- Password: [your NetID password]
- IMAP Port: 993
- Allow the system to add your account, but do not enter your GWemail password into the utility boxes (this causes the system to default to POP3 instead of IMAP)
- Select Next
- Select Next again (bypassing the 'Additional Information Required' section)
- Select your account type, then select Next
You may encounter a 'We were unable to configure...' error. Select I will provide the settings to continue - Select the option that mentions 'IMAP/POP'
- Select I will provide the settings..., then select Next
- Select Set up existing email account...
- Enter your Google Apps account information here, with 'imap.gmail.com' as your mail server
- Select Next
- Select Save
If setup is successful, you should receive a confirmation message and a new mailbox icon should appear on your device's home screen, labeled with your.
If you encounter a problem during setup, please make sure you have enabled IMAP in your main GWemail Mail settings.
To set up the BlackBerry's email client with GWemail (IMAP) option, just follow these steps:
- On your BlackBerry device, navigate to your home screen
- Select the icon that lets you set up email (this can be called Setup, Setup Wizard, Email Setup, BlackBerry Set-up, E-mail settings, or Personal Email Set-up)
- Follow the setup instructions provided on your device
If setup is successful, you should receive a confirmation message and a new mailbox icon should appear on your device's home screen, labeled with your GWemail address.
If you encounter a problem during setup, please make sure you have enabled IMAP in your main GWemail settings.
- Read and send emails on the go. Search for any email saved in your account.
- The Google Mail Application can be downloaded from http://m.google.com/mail . Using this application can contribute to faster battery drain. When exiting the application, simply pushing the Back button will keep the application running in the background. Press Menu > Exit Gmail to close out of the application.
- The Gmail application will use the signature that you have configured on the Google Mail web client. However, the Gmail application for the BlackBerry does not support rich text, so bold items will appear surrounded in asterisks (*).
- Contacts can be accessed by pressing the menu key and selecting Contacts. The app does not sync the BlackBerry contacts with Google contacts. Contacts through the application does not currently support groups.
- Images and rich text formatting are not supported inline. Hyperlinks will only work if the full URL is spelled out.
- The Gmail app's attachment viewer supports images (including .jpg, .png, etc.) and documents (including .doc, .xls, .pdf, etc.). You cannot attach files when sending an email. But messages that are forwarded will keep attached files. Messages that are ‘Replied To’ will not include the attachments.
- The Gmail app will refresh each time you send a message, every 5 minutes when the application is in focus, and every 20 minutes when the application is running in the background. Manual refreshes can be done by pressing the menu button and selecting Refresh.
- Google Sync for BlackBerry syncs Contacts and Calendar from Google Mail into the built-in contacts and calendar applications on the BlackBerry. This is a 2-way sync over the air that happens in the background on the BlackBerry.
- Google Sync for BlackBerry can be downloaded from http://m.google.com/sync.
More Information about the Gmail App:
Google Sync
Does GW have a different name for its Google mail system?
Return to ^Top^
- Improved speed and stability of email and calendaring.
- Increased mail storage (up to 7GB)
- Better mobile device support for email and eventually calendar, including more devices and 'push' support.
Return to ^Top^
Your NetID@gwu.edu e-mail address will continue to remain functional although through the Google e-mail domain. In addition, you will have another new e-mail address: yourNetID@email.gwu.edu. E-mails sent to both e-mail addresses will be routed and be visible in the same mailbox. Your ‘sent from’ e-mail address will continue to be yourNetID@gwu.edu.
Additionally, after this migration is complete, e-mail addresses with department-specific domain names (e.g. NetID@upd.gwu.edu) will no longer exist. Please take note of any users in your contact list with these e-mail addresses, as their addresses will change to the NetID@gwu.edu format.
Return to ^Top^Yes, folders in GroupWise become labels in GWemail. Labels perform the same function as folders, but since you do not have to store e-mails in folders with GWemail, you can apply more than one label to a conversation. To learn more about creating labels, visit http://support.google.com/mail/bin/answer.py?hl=en&answer=118708.
NOTE: When your account is migrated, all of your GroupWise folders will become labels, even if they are plain folders that do not have anything in them.
NOTE: Due to the way in which GWemail organizes data, some folders in GroupWise, like the cabinet, may not always be created as labels. In the case of the Cabinet, when a folder is created, the subfolders are crated as root-level labels, not as sub-labels of the Cabinet.Return to ^Top^To access the Groupwise archive for your Groupwise account, use your Groupwise username and password to login to GWAVA Retain at the following link:
https://retain.nw.gwu.edu/RetainServer/Manager/login.jsp
The instruction guide for GWAVA Retain is available here.
To Export the GroupWise Address Book:
- Click to access the GroupWise Address Book.
- Click to highlight the Address Book you want to export.
- Click on File > Export > Select Entire Address Book
- Change Save Type As to vCardAddresses ( *.VCF) and name the file as Novell Address Book
- Save to the Desktop for convenience.
To Import the GroupWise Address Book into GWemail:
- Log into your GWemail account
- Go to Contacts.
- Click Import (at the bottom).
- Select the vCard file ( for GroupWise Address Book) holding your exported contacts.
- Click Import.
Return to ^Top^
All migrated messages will receive a migration label that reads “GWise to GWemail” to distinguish migrated mail from non-migrated mail.
If a user was previously forwarding GroupWise messages to his/her GWemail account, when the forwarded messages are migrated they will appear to be sent from his/her GWemail account to the same account.
The Division of IT recommends migrating your GroupWise calendar only if the GroupWise calendar is the one you primarily use. If you use the Google calendar now and migrate the GroupWise calendar as well, you may experience duplicate events on your calendar.
iOS and Windows Phone devices will need to be manually synced in order to get the contents of migrated labels.
The GroupWise system will continue to forward mail from your GroupWise account for three months following your migration to GWemail. As your office or department completes the migration, you will receive more specific dates and information. We encourage you to update your e-mail addresses for all subscriptions and contacts as soon as possible following your migration.
For three months following your migration to GWemail, the GroupWise system will provide an auto-response to senders to notify them of your new address. As your office or department completes migration, more specific dates and information will be delivered. We encourage you to update your e-mail address for all subscriptions and contacts as soon as possible following your migration.
Yes, we encourage you to notify the owners and moderators of lists to which you subscribe, as well as any other individuals and groups with whom you communicate, of your new contact information.
No, your account will not be accessible after the migration.
Gwava Retain is a product that will store some GroupWise archives after the migration to GWemail.
Gwava Retain will be available for access to GroupWise archives for two years.
Return to ^Top^
Yes, you will have two separate mailboxes for each role. To log into your student account , you will click on the ‘Go to GWMail’ button whereas to access your staff account, you will click on the ‘Go to GWemail’ button.
Return to ^Top^
Return to ^Top^
To disable Web Clips , click on Settings > Web Clips > Show my web clips above the Inbox.
Return to ^Top^Yes, you will be able to continue to send emails through the ListServ. However, you will need to set your Send From / Reply to address within the email client application. For example: If you have already set up your GWemail account in Outlook, Click on Tools > Email Accounts > Highlight the Account > Change> More Settings > General tab. Please update the Internet Account Settings per the following screenshot:
For any further assistance, please contact the IT Support Center at 202-994-4948 or email us at ithelp@gwu.edu.
To send deleted items from Outlook to the 'Trash' folder in GWemail:
1. In GWemail interface go to SETTINGS > FORWARDING AND POP/IMAP
a. For AUTO-EXPUNGE select “Do not automatically expunge messages”
b. For WHEN A MESSAGE IS EXPUNGED FROM THE LAST VISIBLE IMAP FOLDER select “Move the message to the Trash”
2. In Google mail interface go to SETTINGS > LABELS > for ALL MAIL uncheck “Show in IMAP” box
3. In Outlook 2007 client go to TOOLS > ACCOUNT SETTINGS > double click on your Google email account > click MORE SETTINGS > check “Purge items when switching folders while online” > click OK > click NEXT > click CLOSE
By doing so all messages in Outlook that are marked for deletion (indicated by a strike) will be deleted and moved to the Gmail Trash folder when you change selected folder or quit Outlook. This will also prevent the “All Mail” folder from showing up in your Outlook client.
required: http://mail.google.com/support/bin/answer.py?answer=78754 (Failure)"
Users may get this error if they lock their password after multiple unsuccessful login attempts such as in an email client ( For example : MS Outlook, Thunderbird etc.) . The issue can be resolved by unlocking the email account at : https://www.google.com/a/email.gwu.edu/UnlockCaptcha.
To correct this, please perform the following actions in Outlook.
1) Right click the 'Arranged by: Date' column and select 'Custom'
2) Click on 'Fields'
3) Select 'Sent' > 'Available Fields' > 'Add'
4) Click 'OK'
5) Click 'Sort'
6) Select 'Sent' then click 'OK'
7) Click 'OK' again
We're aware of an issue where users are receiving a 'too many simultaneous connections' message when using IMAP in Apple Mail. We are currently looking into this issue.
In the meantime, please ensure you've closed/signed out of any mail clients you are not actively using.
IPad/IPhone
- While connected to the internet, “Password Incorrect” box has appeared
- Type in the new account password for your NetID in the “Password” field
- Nothing has popped up- I must adjust my password manually
- From the main program screen, tap “Settings”
- Tap “Mail, Contacts, Calendars”
- Under “Accounts”, tap your GWemail account (example: netid@email.gwu.edu, Exchange, GWU, Gmail)
- In the window which pops up, tap “Account”
- In the Account window, type your changed password in the “Password” field
- Click “Done” in the top right corner
- Click “Done” in the top right corner again
- Your mail should begin syncing
Android
- Connect to the network (either through 3g or Wireless)
- Look for an error in the alerts bar
- Choose the “Google Sign – In” error
- Enter the updated password in the “Password” field
- Tap “Accept”
Blackberry
- My email is set up through IMAP (the regular mail client)
- Click the Menu key
- Scroll down to “Setup” and click it
- Scroll to “Email Settings” and click it
- You may be asked to log in. Log in with your Blackberry Internet Services Account
- Click your GWU email account from the list
- Chose “Edit” from the options menu
- Scroll down to “Login Information”
- Type in your updated password
- You may be prompted to save your information. If prompted, choose to save.
- Your mail should begin to sync.
- My email is set up through a Gmail application (an icon which looks like a white folder with a red “M” on it)
- Click the icon for the Gmail application
- You will be immediately prompted with a login
- Log in with your full email address (netid@email.gwu.edu) and updated password
- Your mail should begin to sync
-
I use the Google Apps Sync for Microsoft Outlook tool (when I open my Outlook, green bars scroll, signifying syncing)
- Open Microsoft Outlook
- A popup will appear labeled “Please sign-in to Google Apps Sync”
- Click the “Yes, I have a password:” radial button
- Type in your updated password
- Check “Remember Me”
- Click “Continue”
- Your mail should begin to sync.
- I connect to GWemail using IMAP
- Open Microsoft Outlook
- A popup will appear labeled “Internet E-mail – [your email address]”
- Delete your old password from the “Password” field
- Type your new password in the “Password” field.
- Check “Save this password”
- Click “OK”
- Your mail should begin to sync.
