Google Apps for Education FAQ

The University of Kentucky has partnered with Google to bring Google Apps for Education to the university community! Google Apps provide additional cloud-based tools that faculty, staff, and students can use for educational, business, and personal tasks.

Note for employees: Google Apps may be used only for materials and information not covered by HIPAA, FERPA, PHI, or other similar regulations.

Read on for a list of frequently asked questions about Google Apps @ UK!


What is Google Apps for Education?

Google is currently offering educational institutions hosting for email, calendars, and other productivity tools through Google Apps for Education, an integrated communication and collaboration solution.

Why is the university offering Google Apps for Education?

This product enables UK to provide students and employees with UK-branded, advertising-free access to a variety of popular cloud-based tools at a low cost to the university.

Can both employees and students use Google Apps for Education?

Yes, all current employees and students can create an UK Google Apps account.

Can employees and students have both Google Apps for Education and Microsoft Office 365 accounts?

No. Microsoft Office 365 is available for students only. Current students may have one Google Apps and one Microsoft Office 365 account simultaneously, but email sent to a student's university email address can only be routed to one email service at a time.

Are there any restrictions on using Google Apps for Education?

Yes. Google Apps may be used only for materials and information not covered by HIPAA, FERPA, PHI or other similar regulations. Because of these regulations, UK employees are highly encouraged to continue using UK-hosted systems, including Microsoft Exchange and SharePoint, for university email and collaborative activities. Google Apps will not replace these UK-hosted systems and is simply being offered as an additional technology option for working with non-protected information. Please contact your security liaison or college/department IT representative for more information.

Departments with student employees who work with materials and information covered by HIPAA, FERPA, PHI or other similar regulations may request university-hosted Exchange accounts for those employees. For more information or to request an Exchange account for a student employee, contact the APAT Service Desk.

Can I opt out of Google Apps for Education?

Creation and use of a UK Google Apps account is completely voluntary. You are free to stop using your UK Google Apps account whenever you wish.

If you set up email forwarding and you no longer wish to have UK email delivered to your UK Gmail mailbox, you can change your preferred mail delivery address via the UK Account Manager. Please make sure that your university email is sent to an address that you check regularly, or you may miss important notifications from UK.

How can I use Google Apps for Education?

There are lots of ways to use Google apps for education, work, or personal productivity! For inspiration and examples, visit Google Apps on YouTube!

Are all of Google's Apps available with a UK Google Apps account?

No. At this time the agreement between the University of Kentucky and Google provides access to the core services: Email, Calendar, Contacts, Talk, Drive/Docs, and Sites.

Access to additional services is available but not covered by the standard terms of service agreement between the University of Kentucky and Google. Examples of such services include: Google Plus, Blogger, Google Voice, Picasa Web Albums, YouTube, Google Code, and Google Webmaster Tools. More information regarding the terms and conditions of these additional services can be located on the UK Google Apps Usage page UK Google Apps Usage page.

Users who wish to access other Google Apps may do so by creating a regular, non-UK Google account.

What's the difference between a Google account and a Gmail account?

A Google Account can be used to access a variety of Google apps and services, including Gmail, from a single unified profile. A Gmail account is simply an email account provided by Google. When you activate your UK-branded Google Apps for Education account, you automatically receive access to a UK-branded Gmail account as well.

What's the difference between a UK Google Apps for Education account and a regular Google account?

UK Google Apps for Education accounts are branded with our uky.edu domain and users are not presented with advertising while using them. However, not all Google apps and services are available with a UK Google Apps account.

What if I already have a non-UK Google account or Gmail account?

No problem! Creating a UK Google Apps for Education account will not affect your existing personal Google or Gmail account. Your Google Apps account for UK provides the benefits of using Gmail and other Google tools in an ad-free environment.

If you wish, you can forward mail between your UK Gmail account and other email accounts you may have. However, if you forward UK email to another account, email sent from that account will not display uky.edu branding. Email forwarding preferences can be set via the UK Account Manager.

Are there any technical requirements for using Google Apps for Education?

Most Google tools simply require a computer or mobile device with an internet connection and a current web browser. However, not all features of each tool may be available on all platforms/browsers. For more details, check the Help manual for the product you are interested in using.

How do I change my UK Google Apps account password? Is it the same as my link blue password?

No. Because Google Apps for Education is a hosted service, you will have a separate userID and password for your Google account. You can, however, use the UK Account Manager to change or reset your UK Google Apps account password. Simply log in with your link blue credentials and click the "Change" link beside UK Google Apps Education Edition.

Does my UK Google Apps account password expire?

No, your UK Google Apps account password does not have a timed expiration period, although we do recommend changing it periodically for security. Because the accounts are separate, changing your UK Google Apps account password will NOT affect your link blue password and vice versa.

What happens to my UK Google Apps account if I graduate or leave UK?

Students, including employees who have been enrolled as students during or after the 1988 Fall semester, may keep their UK Google Apps account indefinitely after graduating or leaving UK.

Employees who have not been enrolled as students since Fall 1988 will lose their Google Apps accounts when their link blue accounts are deleted after separation. The timing of the account deletion can vary based on the individual employee's circumstances and relationship with the university at the time of separation.

Why might I be denied access to a Google calendar, document, or other resource?

You may be trying access protected content while logged into Google with an account other than the account that has permission to access that content.

When you log into one Google App or site, Google remembers who you are so you don't have to log in again when you try to access another Google App or site. If you use more than one Google account, you just need to make sure you're logged with the right account to access the content you want. Account information and sign in options are usually displayed at the top of Google's webpages for easy access.

Google also supports signing in to multiple accounts at the same time. More information about that feature, including how to set it up, is available at Google's Support Site.

Where can I learn more or get support for Google Apps?

Because Google Apps for Education is a hosted solution, support is provided by the vendor. To access support documentation, visit Google Support.

I want a UK Google Apps account! Where do I sign up?

You can activate your account via the UK Account Manager. For complete instructions, see our account setup guides.

I already have a UK Google Apps account! Where do I log in?

To access your Google Apps account, go to http://www.uky.edu/google and enter your Google userID (typically the same as your link blue userID) and your Google Apps password.

859-218-HELP (859-218-4357) 218help@uky.edu

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