What are the Policies or Terms of Service for the Google products and services I use?

Yes. The new system allows IMAP connections. You will need to change some account settings for it to work properly, but it will all work the same way once you’ve updated your settings.

Will I still be able to use Webmail?

No, the LCmail interface will replace Webmail.  

Mobile Access Questions

Can I access Google Apps using my mobile device?

Most likely.  Check Google Apps for Mobile to see if the app you wish to use has an interface that will work on your device.  You may also be able to use Google Sync services with your mobile device’s built-in apps.

Can I get SMS alerts for my Google calendar on my mobile device?

Yes, you can enable mobile notifications in Google Calendar (U.S. only). For details, see the Google Help Center.

Sensitive information is information such as Social Security numbers, driver license numbers, credit card information, medical/health conditions, etc… None of this information should be sent via email, regardless of the email provider. As a general rule, privacy experts advise to consider whether it would be appropriate or desirable for the contents of the email to appear in a public forum (e.g., newspaper). Email operates as a postcard that can easily be read in transit and at the destination by unauthorized parties. It could be retained forever, or shared with unintended readers. For more information, please visit our Information Security site.

Your account has 25 GB of storage, 25 times the amount you had in the old system. You’ll probably never run out of space. In fact, a heavy email user who sends and receives lots of file attachments and archives all messages might use up to 5% of this space a year, so it would take many years to use up all of the available space. Also note that Google limits the size of outgoing email messages to 25MB, so you don’t have to worry about a few large files using up your storage space.

How do I forward or set up a vacation message?

No matter what email client you use, you will need to configure forwarding or vacation settings in LCmail.  Go to lcmail.lclark.edu and in LCmail settings you can set up a “vacation responder,” forwarding and other management tasks.  For details, refer to the Google Help Center.

Will my voicemail go to my LCmail Inbox?

LCmail

Can I have LCmail and another Gmail account open at the same time?

Yes.  If you enable multiple sign-in, you can have both your LCmail and your other Gmail account open in different tabs or web browser windows.

How often does the list of messages in my inbox automatically refresh?

If you’re working in LCmail, the refresh rate is approximately every 2 to 5 minutes. If LCmail is idle, the refresh rate is approximately every 10 minutes.

 Can LCmail automatically spell-check messages I write?

No, LCmail doesn’t include automatic spell-check. However, you can check your spelling at any time by clicking Check Spelling at the top of the message you’re composing. Misspelled words are highlighted in yellow. Click a misspelled word to see suggestions for similar words.  Additionally, many web browsers spell check as you type.

Can I forward all messages in a conversation (message thread) at once?

Yes. Open the conversation, and, on the More actions menu, choose Forward all.

Can I reply to or forward just a single message in a conversation?

Yes. To reply to or forward a single message in a conversation, open the conversation and select the message to forward. At the bottom of the message card, click Reply or Forward.

If I forward a message or conversation, can I edit any text in it before I send it?

Yes, you can add a new message to the conversation, and even edit the text in the previous messages in the conversation.

Can I delete messages in a conversation before I forward it?

Yes, you can delete one or more messages in a conversation as follows:

1. Open the conversation and select the message you want to delete.
2. Click the down arrow next to Reply in the upper-right corner of the message card.
3. Select Delete this message.        

Is my email signature applied when I reply to or forward a message?

Yes, LCmail adds your signature to the end of every message you reply to or forward. Note that if the message or conversation is long, you may not see your signature initially, because it’s added to the very bottom of the original message or conversation.

Can I send file attachments in LCmail using the “Send To  > Mail Recipient” feature in the Windows “right-click” menu?

No, this feature works only with a client email program installed on your computer.

Can I recall an email message I already sent?

Yes, you can recall an email message within a few seconds after you send it: Click Undo in the message that appears just after you send the email.

 Can I drag and drop a file to attach it to a message?

Yes, you can drag and drop files onto your email message to attach them.

Is there a way to copy a file attachment from one message to another, without first downloading it to my computer?

No. Because LCmail is a web-based system, you can’t drag a file attachment from one message to another. As a workaround, you can do the following:  

1. Open the message or conversation that contains the file attachment.
2. If the file is attached to a single message, click Forward (at the bottom of the message). If it’s attached to a message in a conversation, click Forward all on the right.
3. Delete all the “forwarded” content from original messages, which appears at the bottom of your new message. Note that the file attachment remains with the forwarded message.
4. Then compose your new message and send it.

Can I attach a message or conversation to a new message?

No, you can’t embed one message into another directly. As a workaround, you can do the following:

1. To attach a single message, open it and click Forward (at the bottom of the message). To attach a conversation, open it, and then choose Forward all from the More actions menut.
2. Then compose your new message and send it. The earlier message will be included below your new message.

There are no folders in Google Apps Email. How do I organize my messages?

Instead of folders, LCmail has a “labels” feature. Labels are similar to folders, but are more powerful and flexible, because you can add multiple labels to a message to categorize it in several ways. For details, see the Google Help Center .

When you migrate existing email to LCmail, your folder will automatically become Labels.  Any labels you create in using the web client will appear as folders in desktop email software such as Thunderbird, Apple Mail or Outlook.

Can I create sub-labels to recreate/maintain the folder hierarchy I set up in Thunderbird?

Yes, you can create “nested labels” in LCmail, so you can build a label hierarchy, just like you can with folders. When creating a new label, just choose another label under which to nest it.

Note that labels allow you categorize messages in multiple ways, so you’ll probably find that you don’t really need a lot of nested labels. For example, you could apply the labels “Projects,” “Marketing,” and “Widget Campaign” all to the same message. You can then find the message by clicking any of those three labels in your Labels list. All three labels appear at the top of the message, so you can always see how you’ve classified it.

If I label a message and archive it, but later remove the label, what happens to the message?

The message remains in your All Mail archive, but without the label. You can easily find it again later using Google search.

Can I apply more than one label to a single email message?

Yes, you can apply any number of labels to a message: Select the message in your Inbox, or open it, and select one or more labels in the Labels drop-down list at the top of your Mail window.

Is there a limit to the number of labels I can create?

There is no limit on labels; however, the web interface will slow down if you have more than 100 labels.

How do I move a message from my Inbox to a label?

If you’ve already created the label, select the message in you Inbox or open it, and then select a label in the Move to drop-down list at the top of your Mail window. If you haven’t yet created the label you want, select Create new instead.

If you want to move a message to multiple labels at once, select the message in you Inbox or open it, and then select the labels in the Labels drop-down list at the top of your Mail window. Then click Archive.   

How do I add a color to a label?

After you create a label, find it in your Labels list at the left of your Mail window. Put your mouse pointer over it, and then click the down arrow that appears. Choose a color from the list.

Can I change the label on one or more messages?

Yes. To change a label on a single message, select the message, and then, in Labels drop-down list at the top your Mail window, uncheck the label currently applied to it. Then select another label and click Apply.

To change a label on all messages that have that label, click the label in your Labels list at the left of the Mail window. At the top of the list that appears, click Select all. Then, in Labels drop-down list, uncheck the label you want to remove, and select the new label you want to apply. Click Apply.

When setting up an email filter, can I apply more than one label for the action?

You can apply only one label per email filter. However, if you want to add multiple labels to a filtered message, you can do the following: Create multiple filters with the same criteria, except specify a different label for each filter. If you receive a message that meets the criteria for the filters, LCmail will apply the multiple labels to that message.

Can I delete a label from a single message or all messages that have that label?

Yes. To delete a label from a single message, select the message, and then, in Labels drop-down list at the top your Mail window, uncheck the label. Click Apply.

To delete a label from all messages that have that label, in the Labels drop-down list, select Manage labels. (You can also click Edit labels at the bottom of your Labels list at the left of the Mail window.) In the list that appears, find the label, and then click Remove.

If I set up a filter to add a label to specific incoming messages, but then later delete the label, is the filter also deleted?

No, even if applying the label was the only action for the filter, your filter is not deleted. You can edit the filter to specify a different label or another action.

What are “plus addresses”?

With LCmail, you can create any number of unique email addresses for your account, using “plus addresses.” Simply add a plus sign and text after your user name but before the @ sign in your email address. You’ll then receive any messages sent to that address. For example, messages sent to jane.doe+notes@lclark.edu are delivered to jane.doe@lclark.edu.

How do I use plus addresses with filters?

If you use a plus address, such as jane.doe+notes@lclark.edu, you can then set up a filter to perform an action on any messages sent to that address. For example, if you want to save daily notes in LCmail, create a filter for a “+notes” address to automatically label and archive messages you send to that address. Or, if you’re working with a client, tell the client to send all email to your “+client.name” address. Set up a filter for that address to automatically apply a label to messages the client sends to you.

What are stars and how do I use them?

Stars are a way to highlight messages. Assign stars to special conversations or messages in your Inbox, or use them as a visual reminder that you need to follow up on a message or conversation later. To quickly see all messages with a star, click Starred at the left of your Mail window.

Can I stop messages from being grouped in a conversation?

Yes, you can control whether messages are grouped into conversations: Click the gears icon in the upper-right corner of your LCmail window and choose Mail settings. Then, on the General tab, scroll down to Conversation View.

• If Conversation View is off, new messages won’t be grouped into conversations, and any existing conversations are ungrouped into separate messages.

• If Conversation View is on, you can’t separate the messages in a conversation. However, if you want to send a reply but don’t want it to be added to the conversation, you can simply change the subject line in your reply.

Can I highlight messages in my Inbox?

Yes, you can use labels and stars to highlight messages in your Inbox. For example, you might create a label named “Action” and apply the color red to it, so you can easily see it in your Inbox.

Can I mark a message as “unread” in my Inbox after I open it?

Yes, in your Inbox, select the message. Then, in the More actions drop-down list, select Mark as unread.

Can I sort messages in my Inbox to move unread messages to the top?

No, you can’t sort messages in your Inbox.

What does it mean to “mute” an email conversation?

If you’re subscribed to a mailing list, you might receive messages in a very long, ongoing conversation. If you’d rather not receive anymore messages in that conversation, you can “mute” the conversation to keep all future additions out of your Inbox. To mute a conversation, select it in your Inbox or open it, and then click Mute under More actions at the top of your Mail window.

Note: The mute feature works only for messages you received as part of a mailing list. If the message was sent directly to your email address (your address appears in the To or CC field), you can’t use the mute feature.

Can I “unmute” a conversation?

Yes. First, find the conversation. An quick way to find it is to type is:muted in the Search field. Then, select the conversation and select Inbox in the Move to drop-down list at the top of your Mail window.

Can I make the “quoted text” in a conversation visible by default?

No, quoted text is always hidden by default.

What is the difference between deleting and archiving email messages? When should I delete and when should I archive?

If you either delete or archive a message, it’s removed from your inbox. If you delete a message, it’s placed in the Trash and then permanently removed from your Google Apps account after 30 days. On the other hand, if you archive a message, it’s moved to All Mail (your archive), where you can easily find it in the future, using Google’s powerful search feature.

How long do messages stay in my archive?

Messages remain in your archive forever, unless you choose to delete them

How long do messages stay in the Trash?

Messages remain in the Trash for 30 days. After that, LCmail permanently deletes them.

Can I move message out of the Trash?

Find the message in the Trash and select it. Then, in the Move to drop-down list at the top of the Mail window, select Inbox.

If I archive or trash a message, and then someone replies to it later, will it show up in my Inbox?

Yes, if someone replies to a message you archived or trashed, that message appears in your Inbox as a conversation, with all previous content. If you applied a label to the archived message, the label will appear in your Inbox. If the message was permanently deleted from the Trash, you’ll see an option at the bottom of the message to view the deleted messages in the conversation. However, the message won’t have the original label you applied to it.

Should I delete or archive message in the Sent folder?

Is there a way to search or select all messages without labels?

No, you can’t search specifically for all messages that don’t have a label.

Where can I find information about performing advanced searches?

A list of the advanced search operators is available in the Google Apps Help Center.

Can I change the colors of my Mail window?

Yes, you can choose from a number of different color schemes, or even create your own! To change the colors, click the gears icon in the upper-right corner of your Mail window and choose Mail settings. Then select Themes.

What is the maximum number of characters I can use for my email signature?

Your signature can contain up to 2000 characters.

Can I format my email signature and add graphics?

Yes. To set up your signature: In the upper-right corner of your Mail window, click the gears icon and choose Mail settings. Then click the General tab. You can format your signature with different colors and styles, and even add links and images.

Can I have multiple email signatures?

At this time, Google doesn’t support multiple email signatures.  However, if you add multiple email addresses to your LCmail account via Settings > Accounts, they you can create a unique signature for each From address (using the Signature drop-down menu on the Settings > General tab).

Additionally, if you enable Gmail Labs for your domain, people can use the Canned Responses Lab to create different signatures.  When composing a message, select the signature you wish to use from the Canned responses drop-down on the Compose Mail form.

Can I create my own mailing (distribution) lists?

Yes, you can create a personal mailing list (called a contact group in LCmail) using the contacts picker, which includes the email addresses of all current LC account holders.  Access the contacts picker when composing an email message: Click the To: link.

If you need to create a global mailing list that other employees can use, please contact the Help Desk.

Where can I find detailed information about methods for managing my email?

The following websites have information about innovative ways to control the flow of your email and manage your Inbox:

• GTD (Getting Things Done): www.davidco.com
• Inbox Zero: www.inboxzero.com
• Trusted Trio: www.lifehacker.com

Will my Email Rules/Filters copy over to LCmail?

Does Google Apps Email have a Vacation feature?

Yes, in LCmail, you can set up your “vacation responder” [ does this replace our vacation process?] which replaces our previous account management vacation utility.  For details, refer to the Google Help Center.

Can I share my email with others?

Shared mailboxes are not supported. However, you can easily set up an email filter (rule) to forward specific types of messages to others.  You can also use email delegation to allow another lclark account holder to manage your email.

I like using keyboard shortcuts. Are they available for LCmail?

Yes, LCmail includes a full set of keyboard shortcuts. First, you must enable keyboard shortcuts:

1. In the upper-right corner of your Mail window, click the gears icon and choose Mail settings.Under Keyboard shortcuts, select Keyboard shortcuts on.
2. Click Save Settings.
3. Then, to see the shortcuts, press SHIFT+? while viewing your list of messages in the main Mail window.

Does LCmail have a “tasks” feature that lets me add messages to a list for follow-up?

Yes, the Google Tasks gadget is available in LCmail and Calendar. Just click the Tasks link in the pane on the left to open the Tasks gadget. Use the gadget to create one or more task lists. To add an email message to a tasks list, open the message and then click More actions > Add to Tasks. The subject of the message appears at the top of your tasks list, with a link to the message content.

Can I make LCmail the default email program when I click email links?

Yes, you can specify LCmail as your default email program in Google Talk:

1. Open Google Talk.
2. Click Settings in the upper-right corner of your contacts list.
3. In the General dialog box, select Open LCmail when I click on email links.
4. Click OK.
5. Note, however, that this setting does not work for all email links.

Can I open a message I’m composing or viewing in a separate window from my main Mail window?

Yes, if your browser is set to display pop-ups in a new window, you can click do the following:

• If you’re reading a message, click the New window link in the upper-right corner of the message.
• If you’re composing a new message, click the “pop-up” icon in the upper-right corner of the message.