Gmail allows for an unparalleled flexibility and capacity: all you need is a web browser and internet access, and you'll be tapped into all the features that set Gmail apart from other email services. With great collaboration applications included, projects can be coordinated and tackled with ease.
As part of the agreement between the University of Waikato and Google, your email has enhanced privacy, security and comes with full ITS (Information & Technology Services) support.
Great features and benefits of Gmail:
Store – 25 GB of storage space. You will never have to delete any email ever again. Keep everything you want.
Organise – conversations, labeling, and filtering make your inbox intuitive.
Search – just Google it! Use keywords to search your mailbox.
Less spam - Gmail blocks spam before it gets to your inbox
Conversation view - messages are grouped with the relevant responses, so you can always see messages in context.
On the go - access Gmail from your phone - regardless of which device you use.
Email addresses for all staff members will now be [email protected]
This does not change the email account creation process. All emails are created as <username>@waikato.ac.nz. When new email accounts are created they will now include an alias following the above format which staff are to use for day to day communication.
Please check our Email Naming Conventions for more information.
Accessing Your Email
Use the Staff portal for easy access to your staff email (gmail). You can also check your email through the web interface (Webmail) by going to http://webmail.waikato.ac.nz/ or through Outlook (see setup below). If you log onto other computers on campus and wish to use Outlook to check your mail you will need to setup Outlook first if you haven't set it up on that computer before.
If you are having issues accessing any Google Apps you can check the current status at the Google Apps Status Dashboard
How to Access Your Work Gmail Offline
You can only use Gmail offline in a Chrome browser window, not using Incognito mode.
Turn on and customize Gmail offline
Users who want to work offline need to turn on Gmail offline individually in their Gmail Offline settings.
By default, Gmail offline stores the latest 30 days of email and attachments on your local device. Chrome allows Gmail to use up to 7% of available hard drive space for offline content.
To reduce the amount of storage space your offline content uses, you can:
- Uncheck the Download attachments box in Sync settings.
- Reduce the storage duration to 7 days.
Learn more about Gmail offline preferences for users.
Open Gmail offline
Important: Gmail offline services work only when Gmail is open in a single tab in your browser.
Open Gmail offline from Chrome in these ways:
- Create a bookmark for your inbox, and use the bookmark to open Gmail when you're offline.
- When you don't have an internet connection, open a Chrome browser window and type mail.google.com.
Troubleshoot Common Issues With Gmail Offline
These are some common issues you might experience while working in Gmail offline.
Gmail offline stops working
- If a G Suite admin disables Gmail offline for a domain, it's unavailable to users, even if they turned on Gmail offline in their account.
- Gmail offline services only work when Gmail is open in one tab. Check your browser tabs and close any other tabs running Gmail.
Gmail won’t open or quits unexpectedly
If Gmail won’t open or stops working, try clearing your browsing history:
- From your Chrome browser, choose More tools Clear Browsing Data.
- Check the Browsing history box and click Clear Data.
Gmail offline is out of storage space
If your mail has a lot of attachments:
- Uncheck the Download attachments box in Sync settings
- Reduce the storage duration to 7 days.
Email Signature for Alias/Reply-To Address
In Gmail, each reply-to address can have its own signature, and as we are adding the new email aliases ([email protected]) as a reply-To address this new address comes with no signature. You can select the old address and simply copy and paste the signature to the new address.
You can access these settings through your Gmail Inbox by going to > Settings > General > Signature
Step 1: Copy signature
Use the dropdown and select your original email address, click into the area with your signature, and press ctrl-a to select the entire signature, then ctrl-c to copy in
Step 2: Paste signature
Using the dropdown again, select your new email alias, click into the empty signature area and press ctrl-v to paste your signature in.
Staff have over 25 GB of space available in their mailbox. You can check the size/usage by looking at the bottom of the screen when in the web client.
We do not forward emails. Staff set their own forwarding and filters through the Gmail web client.
Setup Mail Delegation
You can grant access to your Waikato Gmail account by adding a delegate.
What your delegate can and cannot do
Delegates can do things like:
- Send or reply to emails that were sent to you. When they send a message, their email address will show. For example, the sender will show as 'sent by [email protected]'
- Read messages sent to you
- Delete messages sent to you
Delegates can't do things like:
- Chat with anyone for you
- Change your Gmail password
Archived / Deleted Mail
Google Spanning is a backup of all of your sent and received email that is retained for 10 years. For information on recovering deleted or archived mail see Google Spanning.
Spam & Junk Mail
Following the transition from Postini to Google Apps spam and junk email will no longer be managed via a separate application, but is managed using the functionality within the Google Mail application itself. Thus, you will no longer receive daily quarantine email messages - instead spam and junk email will show as unread mail in your Spam (Gmail) or Junk E-mail (Outlook) folder in your email client.
Email Incorrectly Marked as Spam or Missed Spam
In the unlikely event of email addressed to you being falsely identified as spam, you can whitelist the sender by following the instructions listed here.
Unfortunately some spam emails will still get through. You can blacklist those senders by following instructions listed here.
Phishing is an attempt to criminally and fraudulently acquire sensitive information, such as usernames, passwords and credit card details, by masquerading as a trustworthy entity in an electronic communication. Banks are common targets.
Do NOT enter your details. If for some reason you have looged in to such a site change your password immediately. If this was to an attack on the Uni Domain your account may get locked (for 12 hours) in which case you will need to contact the Service Desk on ext. 4008.
The University of Waikato Email Guidelines
Te Kuhukuhu Rārangi - Log Your Own Request
"Kuhukuhu" is our IT Service Catalogue. You can search for and log your own service requests. You can also view the status of your current requests and see the estimated delivery time for them, provide further information by adding notes or attaching files, and view a full history of all previous requests.
For anything urgent you should phone the Service Desk: ext 4008 (838 4008) for assistance.