Google Workspace - FAQ

To access Google Workspace you must use a combination of your IdentiKey username and password. Although Google asks for your “Email”, the system cannot support the use of your first.last@colorado.edu as a username. Instead, use IdentiKeyUsername@colorado.edu to log into the service. Once you are in the system you can use your preferred email address (usually first.last@colorado.edu) to share resources.

No, but there are ways to work within multiple accounts.

• Sign in to multiple accounts at once
• Using multiple accounts simultaneously

Google recently announced an end to unlimited storage for the academic community starting July 2022. Under the new storage model, Google will provide CU Boulder with a limited amount of storage that will be pooled and shared across all CU Boulder Google accounts. The individual quota for each account is 5 gigabytes.

Learn more about this effort and other storage options on the New Google Storage Limitations page.

CU Boulder will not provide backup/restore services for Google Accounts. However, if you are concerned about archiving your data on your own systems, Google offers two services that can help you create back ups and migrate data between services. The Data Liberation Front (managed by Google) will help you extract data from most Google services, including Gmail and Docs, as well as the newly developed Google Takeout service.

The core set of Google Workspace services includes:

• Groups
• Drive & Drive File Stream
• Docs
• Sheets
• Slides
• Forms 
• Sites

The core set of Google Workspace services includes:

• Contacts
• Groups
• Google Drive & Drive File Stream
• Docs
• Forms
• Sheets
• Slides
• Sites

Students will also have limited access to many other Google Applications (other than core applications), although security and legal are still working to determine if students will have access to applications including Google+, Google Books, Google Groups, and many other Google Services.

CU Boulder graduates will be able to keep their CU Boulder email address. Please see OIT's Email & Calendaring Direction page for more details about the future of email. 

Your email address will continue to be:

• username@colorado.edu
• first.last@colorado.edu

You can receive messages within Gmail of up to 50 MB. However, when sending you are limited to 25 MB. If you’d like to send attachments that are larger than this, you can insert from Google Drive instead or send with a client via smtp.colorado.edu.

There are some attachments that will not send if you try to attach them to an email message.

These attachments are:

ade, adp, ani, bas, bat, chm, cmd, com, cpl, crt, dll, exe, hlp, hta, inf, ins, isp, js, jse, lnk, mdb, mde, msc, msi, msp, mst, pcd, pif, reg, scr, sct, shb, shs, vb, vbe, vbs, wri, wsc, wsf, wsh

Note: An attached .zip file that contains one of the file types listed above, will also fail to send.

Yes. You are encouraged to use the campus-provided Gmail service, but if you prefer to use a different email service, you should change your email delivery location using CU Boulder Identity Manager. This will forward your email messages to the account you designate, completely bypassing the campus-provided Gmail service.

Previously you had a personal Google account with which you used your @colorado.edu as your username. You must now associate that account with a new username-usually a new @gmail.com email address. You may need to manually migrate (share) Google Documents or Calendars with your new University Google Account. Learn how to address this issue at the Resolve Conflicting Accounts page.

Google considers any account NOT created by an organization (such as CU) a personal account, and Google does not share information about your personal accounts. Therefore, even though some campus members previously used @colorado.edu email addresses with Google, there was no way for CU to know whether your account existed, nor whether an account conflict would be created.

I had a conflicting account, and now I can’t access my Google Calendar. What do I need to do?

The Google Calendar issue is really just another account conflict issue. Users who want to continue using their Google Calendars will need to share the calendars between their old, transitioned account and there new University Google Apps account.

If you aren't familiar with Google Calendar and how to share calendar, This Google-produced video is a great overview of the various sharing options in Calendar: http://www.youtube.com/watch?v=DmU02MRdXtk. If you’d like specific directions on how to share one calendar from your old, transitioned account to your new Google Apps account, please see these instructions: http://support.google.com/calendar/bin/answer.py?hl=en&answer=37082

Google/Gmail allows you to associate “secondary” email addresses with your Google Account, for use with Google Drive/Calendar and account verification. This message indicates that your user@colorado.edu email address is no longer associated with your  personal Gmail account. Going forward, to view Google Documents shared with your @colorado.edu email address, you should sign in with your @colorado.edu Google Apps Account.

Unfortunately there isn’t much standardization between calendars. And although you might find there are a number of applications that purport to sync an Exchange calendar with a Google calendar, OIT is not aware of any that are trusty enough to recommend one. Over time these sync applications tend to be inconsistent and lead to corrupt data. However, OIT will continue to monitor Google and Exchange calendar sync options and make a recommendation if a particular solution proves to be reliable.