ARDC Google account and setup

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

17 August 2018

Users have received login details and may start sending from their @ardc.edu.au accounts.

24 August 2018

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:

http://mail.ardc.edu.au

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.

Google login

Users may also log in via the main Google URL:

https://gmail.com

share back to top

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 the Apps menu, and select your Calendar:
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 your other Google calendar with your ARDCGoogle account
Forward all email from the other Gmail account to your ARDC Gmail account

Assuming that you're currently in your other Google account:

Login to your ARDC Google account:
Enter your ARDC Google username:
You can now switch between either ARDC or the other account by clicking the profile button:
Select your other account, access the Apps menu, and select your Calendar:
Click your primary calendar settings icon and select Settings and sharing:
Share your calendar with your ARDC Google account and hit Save:
A notification will be sent to the ARDC account.
Verify that the events from your other account now appears in your ARDC calendar.

Congratulations! You have successfully shared your calendar and your other Google account to your ARDC Google account. If you require any assistance, please contact services@ardc.edu.au.

share back to top

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:

view Useful Guides

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:

Allow less secure apps

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

Enable POP (and IMAP)

Switch or log in to your Monash/NecTAR/other Gmail account. Click the cog and then Settings
Enable POP and click save changes:
Optional: If you are planning to add your email account to an email client such as Outlook, Mail, or Thunderbird, then you should also enable IMAP as well.

Once these settings have been set, you may proceed with the desired configuration guides below.

Let's set up forwarding from your other account to your ARDC account. Switch to your other account. Click the cog,and then Settings:
Click Forwarding and POP/IMAP and Add a Forwarding Address:
Enter your ARDC Google address and hit Next:
A verification message will be sent to your ARDC Gmail account. Let's switch over to your ARDC account:
Open the verification message, and click the verification link, and finally click confirm:
From your Other account, set up your desired forwarding preferences to the ARDC account:

How to send as another email address from your ARDC account

Switch or log in to your ARDC Gmail account. Click the cog and then Settings
Select Accounts and import, and then click Add 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

share back to top

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:

share Google 2-step authentication guide

share back to top

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.