Google Services Setup

Purpose: To provide step-by-step instructions for setting up UCSD Google Mail (Gmail), UCSD Google Calendar, UCSD Google Contacts on macOS. 

Step 1: Enable IMAP

You can retrieve your Gmail messages with a client or device that supports IMAP, like Microsoft Outlook or Apple Mail.

1. Sign in to https://gmail.com
2. Click the gear in the top right
   
   
   
   
3. Select Settings.
4. Click Forwarding and POP/IMAP.
5. Select Enable IMAP.
6. Click Save Changes.

Step 2: Set up your client

• Determine your machines OS X

1. Go to Apple Menu > About This Mac. 
2. Take note of the OS version. 

• OSX 10.12 (Sierra) or 10.11 (El Capitan):

  1. Go to Mail > Accounts.
  2. Select Google for account type.
  3. Sign in with full email address (i.e. username@ucsd.edu).
  4. Provide AD password.
  5. Select the apps you want to use with this account (i.e. Mail, Contacts, Calendars). Uncheck the unneeded apps (i.e. Messages, Notes).
  6. Click Details...
  7. Change Description field to UCSD Google or other identifying name

• 10.10 (Yosemite):

  1. Select Add Other Account.
  2. Select Add a Mail account.
  3. Click Create...
  4. Add a Mail Account:
     • Enter Full Name.
     • Enter full email address (i.e. username@ucsd.edu). 
     • Enter AD (Active Directory) password.
     • If Account must be manually configured appears, click on Next. 
  5. Incoming Mail Server Info: 
     
     • Account Type: IMAP
     • Mail Server: imap.gmail.com
     • User Name: full email address (i.e. username@ucsd.edu). 
     • Password: AD password. 
     • Click Next (may receive message "Additional account information required"). 
     • May encounter a secondary window asking for Path Prefix, Port, and Authentication information:
       
       • Path Prefix: Leave blank. 
       • Port: 993, Use SSL. 
       • Authentication: Password. 
       • Click Next. 
  6. Outgoing Mail Server Info:
     • SMTP Server: smtp.gmail.com.
     • User Name: full email address (i.e. username@ucsd.edu). 
     • Password: AD Password.
     • Click Create.
     • May encounter separate window popup to authenticate to Google account again. Provide AD password again. 
  7. Name account
     
     • In Internet Accounts window, select newly created account in the left pane
     • Click Details...
     • Change Description to UCSD Google or other identifying name

• Add Calendar and/or Contacts:

  • In Internet Accounts window, select newly created account in the left pane. 
  • Check the boxes for Contacts and Calendars. They check boxes may turn to spinning wheel. Don't need to wait for spinning wheel to stop.
• Filters: If you have any filters they will still be pointing to your old exchange folders and need to be changed to point to your new google account folders
• Navigate to Mail > Preferences > Rules 
• Select the filter you would like to change and redirect it to your google account 
  
  

• OPTIONAL: If user has an alias they would like to use as their visible email address in outgoing messages:
• Go to Mail > Preferences > Accounts.  
• Select account in the left pane.
• Change email address field to alias email address (i.e. alias@ucsd.edu). 
• While in Gmail web interface, add in any campus alias addresses to the Gmail Settings > Accounts > "Send mail as" area. This allows the Gmail account to receive messages sent from Mail. 
  
  
  
  

• Microsoft Outlook Setup

• Go to Outlook > Preferences
• Select Other Email
  
  
  
  
• Enter your account information
• E-mail address: username@ucsd.edu
• Password: Active Directory (AD)
  
  
  
  
• User name: username@ucsd.edu
• Type: IMAP
• Incoming server: imap.gmail.com
• Use SSL to connect (recommended)
• Outgoing Server: smtp.gmail.com
• Use SSL to connect (recommended)
  
  
  
  
• More Options...
• Authentication: Use Incoming Server Info
  
  
  
  

• Google Account Delegation

  • https://support.google.com/mail/answer/138350?hl=en 
  • Google Settings tabs visible:
    
    • General
    • Labels
    • Inbox
    • Filters and Blocked Addresses
    • Forwarding and POP/IMAP
    • Offline
  • Be aware:
    • No granularity of settings changes.
    • No notification to account owner of settings changes.
    • Providing delegate access also provides delegate to setup a forwarding address, which could be a security concern.