Google Workspace

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Google Workspace

Google Workspace is your one-stop-shop to access all of Google's collaborative tools and services.

Get started with some of the basics:

Along with the core apps that come with Workspace, other Google services that Monash makes available include YouTube, Google+, Blogger, and Analytics. To use these, you need to opt in for Google Additional Services – you can do this in the Identity Portal.

Find out how to get Google Workspace apps on your mobile devices.
When leaving Monash, it's important to responsibly manage your apps and any other platforms you've used.
Remember to do the following:
- transfer ownership of any shared data that is still required by others
- delete any shared data that is no longer required
- export personal data so you can retain it
- get info about retention and disposal of University records.
Your Google Apps account may contain official University records that need to be archived or transferred to other storage mediums. If you have data that needs transferring, contact the Service Desk.
Get to all your apps quickly with desktop shortcuts. Follow these easy steps to set them up:
1. Download and install the Google Chrome browser if you don’t already have it.
2. Download the setup file (staff) or the setup file (students).
3. To start the installation, select Run. (If prompted with a security question, select Run.)
4. Once finished, select Close.
5. Choose Google shortcut icons for your desktop, and open your Monash email account.
6. Select Yes when asked if you would like to make Google Mail your default mail client (this will only happen the first time).
7. Select OK to confirm.
8. Log in using your Monash account.
Monash University provides a range of internal and external services for email, collaboration, relationship management and other IT related services. For more information see Monash University's Privacy Policy.
Google Workspace for Education
Core services are at the heart of Google’s educational offering to education institutes.
The following core services are provided under the Google Workspace for Education agreement:
- Gmail (including Inbox by Gmail)
- Calendar
- Chat
- Contacts
- Drive
- Docs
- Forms
- Groups
- Sheets
- Sites
- Slides
Your use of the Workspace for Education is covered by a negotiated agreement between Monash University and Google, which meets similar privacy obligations to those set out in Monash University's Privacy Policy.
Additional services
Monash University also provides additional services integrated with your Workspace. To access these additional services, Google requires you to agree to their privacy and terms of use. When using these additional services your personal information may be treated differently by Google.
Google Privacy Policies outline the treatment of your personal information.
Your use of any internally or externally hosted IT services must be in accordance with Monash University’s IT Acceptable Use Prodecure (pdf).

Archive and backup your emails

1. Opt into Google Additional Services if you haven't already – this can be done in the Identity Portal.
2. Log into your Monash email.
3. In a new browser, go to Download your data (Google Takeout).
4. All your Google Apps will be pre-selected. Deselect the items you don't want to export.
5. Select the option Include all to save everything within the App.
6. You can choose the file format you wish the data to download as (this defaults to a .zip file).
7. You don't have to stay on this page if you tick the Email me when ready option. You'll be notified by email when the zip file is available. This could take hours, depending on how much data you have stored.
8. Once your archive is ready, click Download and Save to a portable storage device like a USB or external hard drive.
Google Transfer allows you to copy and transfer your email and Google Drive files to another Google account.
If you have not opted into Google Additional Services, you'll need to do this first through the Identity Portal. After opting in, it may take up to 30 minutes before you will be able to access Google transfer.
There is no option to select specific emails or labels, there is only an option for all mail. It can take up to a week for the transfer to complete depending on the amount of email and google docs you have.
Follow the steps below to start your transfer:
1. Go to Google Transfer.
2. Enter a destination account (this should be a Google email account where you want to transfer your content).
3. Send a verification code to the destination account.
4. Verify the destination account.
5. Select content to copy and transfer. Once the transfer is complete you'll receive an email confirming this.
1. Download and install Mozilla Thunderbird through the Mozilla Thunderbird website.
2. Download and save the ImportExportTools Mozilla Thunderbird extension.
3. Start Mozilla Thunderbird.
4. Navigate to Tools and select Add-ons.
5. Click Extensions and select the icon that looks like a gear near the top of the window, then Install add-on from the file.
6. Locate the .xpi file that you downloaded and follow the instructions prompted to install.
7. Restart Mozilla Thunderbird.
1. Extract the .zip file that you received. Once extracted, you'll have several mbox files, each of which are named according to the corresponding label in Gmail.
  Always remember the location to where you extracted the files.
2. In Thunderbird, click Local Folders and then select Import/Export - Import mbox file.
3. Choose the option to import directly one or more mbox files and select OK.
4. In the files browser, locate the folder where you extracted the mbox files to in step 3.
5. Select the mbox file that corresponds with the label that you want to restore and click Open.
6. All emails from that label will now be importing. It will take a while to load all of the emails.
If you're unable to get access to download your data (Google Takeout) contact the Service Desk.

eSolutions

eSolutions

Google Workspace

Google Workspace

Google Workspace for Education

Additional services

Archive and backup your emails

Help and support

Google Workspace Admin Help Centre

myDevelopment

Still need help?

Google Workspace

Google Workspace

Google Workspace for Education

Additional services

Archive and backup your emails

Help and support

Google Workspace Admin Help Centre

myDevelopment

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Still need help?