- Created by Tran Le, last modified by Anonymous on 22 May, 2022
Overview
The ARDC is using G Suite for Education - a set of cloud based productivity tools such as Gmail, Google Calendar, and Google Drive to drive communication and collaboration from within and without the organisation using the ardc.edu.au
domain.
Timeline
Users have received login details and may start sending from their @ardc.edu.au accounts.
All users must send mail from their @ardc.edu.au accounts.
Your current email accounts
There is no change to your institutional accounts (eg. Monash / Melbourne / ANU / UQ / CSIRO email accounts) which you can still access as normal.
There is no change to your @ands.org.au, @nectar.org.au, and/or @rds.uq.edu.au email which you can still access as usual.
Walkthrough
Credentials
Each staff member will receive an email with the subject line: ARDC Google Credentials
and this will contain your new ARDC Google account details.
All user accounts have been set up according to the following format:
<firstname>.<surname>
@ ardc.edu.au
Access your account via the following URL:
Enter your credentials:
You will also be prompted to change your password:
Read and accept the Google user agreement:
You will also be prompted for a recovery email address and phone number. While these fields are presently not mandatory, we highly recommend that you take the time to fill in these details just in case you'd like to reset your password and regain access to your account without Service Desk intervention. This can also be done at a later date.
You can now begin using your ARDC email address: @ardc.edu.au for sending and receiving emails.
Update your details
Once your account has been successfully set up, and you can send and receive emails from your ardc.edu.au address, please notify your contacts of your new email address and update any contact, subscription or membership details.
Calendars
All ARDC staff calendars are fully accessible within the organisation and can be freely added to any given ARDC account.
The sections below provide instructions for adding your coworker's calendar as well as a guide on how to manage the visibility of your other Google accounts with your ARDC one.
By default your ARDC
calendar is shared with all ARDC
staff. Events marked as private will show as a block of time with no detail, but other events are fully visible.
Your calendar can also be directly accessed by visiting the following URL: http://calendar.ardc.edu.au
Caution
It is not recommended adding your existing calendar events to your @ ardc.edu.au calendar:
Import events to Google Calendar
Be aware that this may not work perfectly, e.g. repeating events may not be linked, and lists of attendees may not come across.
You may still need to manage your old calendar until all events have been added to your new ARDC account.
Adding an ARDC calendar to your account
- Login to
ARDC
account, access theApps
menu, and select yourCalendar:
- You can add a colleague's calendar by entering their email address into the following field:
- You have now added your coworker's ARDC calendar; verify that you can see their events:
Sharing your previous calendar with your ARDC account
This is an optional but recommended
step.
Most users will most likely have two
(or more) Google accounts:
- '
Other
' i.e. a private or domain managed Google account (a general Google account owned by you or one that's managed by an institution or company eg. Monash) - '
ARDC
' Google account (described in the previous section)
The following recommendations should be done to minimise users missing out on calendar events and correspondence sent to your other
account:
Share
yourother
Google calendar with yourARDC
Google accountForward
all email from theother
Gmail account to yourARDC
Gmail account
Assuming that you're currently in your other
Google account:
- Login to your
ARDC Google account:
- Enter your
ARDC
Googleusername:
- You can now
switch
between eitherARDC
or theother
account by clicking theprofile
button:
- Select your
other
account, access theApps
menu, and select yourCalendar:
- Click your
primary calendar
settings icon and selectSettings and sharing:
- Share your calendar with your
ARDC
Google account and hitSave:
- A notification will be sent to the
ARDC
account.
Verify that the events from your
other
account now appears in yourARDC
calendar.
Congratulations! You have successfully shared your calendar and your
other
Google account to yourARDC
Google account. If you require any assistance, please contact services@ardc.edu.au.
Preparation
Guide for Google accounts only
The scope of this guide only covers Google accounts and presently does not provide any instruction for other platforms such as Outlook 365 and other providers.
For more information, please visit the following section:
You can check multiple email accounts in a single Gmail account. You can choose from the following options:
- Forward new messages (recommended): Choose this if you want your new messages immediately.
- Get all messages (old and new): Choose this option if you still use another email address, including another Gmail address. There might be a short delay in showing new messages.
- Get only old messages: Choose this option if you recently switched to Gmail from another provider.
Requirements
All Google accounts (e.g. Monash, NeCTAR, other Google) must have the following in place in order for forwarding or adding / importing of email accounts to succeed:
- First access your Monash / NeCTAR / other google account - and go to the account section:
- Select Sign-in & security:
- Scroll toward the bottom and check Allow less secure apps: ON
- Switch or log in to your
Monash/NecTAR/other
Gmail account. Click thecog
and thenSettings
- Enable POP and click save changes:
- Optional: If you are planning to add your email account to an
email client
such asOutlook
,Mail
, orThunderbird
, then you should also enableIMAP
as well.
Once these settings have been set, you may proceed with the desired configuration guides below.
- Forward NEW messages to my ARDC account
- Get ALL messages to my ARDC account
- Import OLD messages into my ARDC account
- Troubleshooting
- Let's set up
forwarding
from yourother
account to yourARDC
account. Switch to yourother
account. Click thecog
,and thenSettings:
- Click
Forwarding and POP/IMAP
andAdd a Forwarding Address:
- Enter your ARDC Google address and hit
Next:
- A
verification message
will be sent to yourARDC
Gmail account. Let'sswitch
over to yourARDC
account:
- Open the
verification message,
and click theverification link,
and finally click confirm:
- From your
Other
account, set up your desired forwarding preferences to theARDC
account:
Further reading:
share Check emails from other accounts guide
- Switch or log in to your
ARDC
Gmail account. Click thecog
and thenSettings
- Select
accounts
, and then clickAdd a mail account
- Enter the details of the Google account that you wish to add:
- Enter the relevant credentials and uncheck indicated option in the image below:
- Optional: You will also be given the option of being able to send messages from the email address that you've just added to your ARDC account.
- Uncheck
Treat as an alias:
Enter the details as indicated and the relevant credentials for the address you will be sending as:
- A verification notification will be sent to the other google account. Once verified, you will be able to send from that address from within your ARDC account:
Further reading:
share Check emails from other accounts guide
- Switch or log in to your
ARDC
Gmail account. Click thecog
, and thenSettings
- Click
Import mail and contacts
:
- Enter the
email address
that you'd like toimport from
and then click continue:
- You will be asked to login or to select the desired account to
allow
access to themigration app
:
- You will be prompted to
consent
to the migration app to access youremails
andcontacts
for migration to the ARDC account:
- Select your desired
import options
:
- The time for migration of completion is dependent on the
volume
of messages and contacts within your source email account.
Further reading:
share Check emails from other accounts guide
Hit an error? These tips may help ...
- Allow less secure apps: First access your Monash/Nectar/Other google account - and go to the “account” section, then “Sign-in & security”, check “Allow less secure apps: ON”
- Forwarding from nectar.org.au requires “ pop.gmail.com, Port 995
- Forwarding from Unimelb.edu.au requires pop to be “outlook.office365.com”, Port 995
Further reading:
share Check emails from other accounts guide
How to send as another email address from your ARDC account
- Switch or log in to your
ARDC
Gmail account. Click thecog
and thenSettings
- Select
Accounts and import
, and then clickAdd another email address:
- Enter the address that you wish to send as, and then uncheck
Treat as an alias:
Enter the details as indicated and the relevant credentials for the address you will be sending as:
- A verification notification will be sent to the other google account. Once verified, you will be able to send from that address from within your ARDC account:
Monash restrictions
Due to current Monash policy, users are unable to add their ARDC email addresses to their Monash Google account. Monash business and security policy dictates that email addresses can only be sent from domains that are under their administration - which ARDC is not.
ARDC account as a secondary identity
This guide also applies in the reverse - that is if you want to add your ARDC email address to another Google account instead. The SMTP details remain the same.
Gmail SMTP details
SMTP Server: smtp.gmail.com
Port: 587
Encryption: TLS
Create your email signature file
Hint: you can copy and paste your previous ARDC signature, just update the email address.
- Instructions on creating your signature:
share Create a Gmail signature
- Further resources (currently requires users log into intranet):
ARDC signature information on the intranet
ARDC logo
Google 2-step authentication
An ARDC targeted visual guide is in development. Users can follow the official Google guide to set up 2-factor authentication:
ARDC Google Team Drive Guidelines
Team Drives
The ARDC Team Drive uses the G Suite for Education platform and has been created for all ARDC staff to use for document creation, sharing and storage within the organisation. The ARDC Team Drive is used by all staff as the primary repository for internal working documents
. Final versions of documents, where they are not published elsewhere (e.g. on the website or Intranet), may also be stored and managed here. Any documents you put in Team Drive are automatically shared with all members
of the Team Drive. Working on personal drives is discouraged if the intention is to share the document within the organisation.
Sharing
Working on personal drives should not be undertaken
if the intention is to share it within the ARDC.
Conversely, any document or file that is on any of the team drives is viewable /
accessible by all members
of that Team Drive (usually all ARDC staff)
Migration of files
At this stage, it is not possible
to easily migrate multiple files
from a personal Google Drive, or a Google Drive in another organisational domain
, to the ARDC Team Drive. This is being investigated and further advice will be provided.
Questions?
All questions and feedback can be directed to: email services@ardc.edu.au
These queries or comments will then be assigned
to Catherine Brady who is the Lead
for Team Drive Working Group
.
1
Sharing documents outside the ARDC ...
Individual documents in Team Drive can be shared as required outside
the ARDC.
In general, it is preferable to share to a group
rather than to individuals.
However, it is not possible
to share Team Drive folders
externally.
Working Documents
Working documents (in-process documents), for working groups and teams include meeting
notes
, and project activity
documents.
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Accessing your Team Drives
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Team Drive structure
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Top-level folders
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Subfolders
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Restricted Team Drives
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File naming conventions
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Working with your files
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Interaction with other internal systems
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Help and feedback
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Google groups
Google group emails that are in current use will be assessed and updated with @ardc.edu.au emails. There is a working group assigned to this task and relevant staff will be informed of any changes.
The intranet and various websites will be updated in due course with all new email addresses in use across the ARDC.
Backing up and restoring
ARDC Google Suite currently uses Google Vault to backup the following data:
- Email messages
- Chats in classic Hangouts with history turned on and Google Talk chats that are on the record
- Google Groups
- Files in Google Drive and Team Drives
- Conversations in Hangouts Chat
It is important to note that users cannot access another user's data without authorisation from the senior management team.
The ARDC will be deploying Spanning Backup alongside Google Vault to provide redundancy as well as a self-serve portal for users to retrieve and export their own data without ARDC Services / Super admin intervention. Once this service is deployed for all users (over the next week or two), then a guide (or links to one) will follow.
Desktop and mobile email clients
An ARDC friendly guide for email client setup is in the works. In the meantime, please refer to the official Google guide to get you started.