How do I use Google at IU if I already have a personal Google account?

Google at IU accounts, available to Indiana University students, faculty, and staff, are administered by IU. Unlike personal Google acccounts, Google at IU accounts are suitable for storing institutional data classified as Restricted (see working with institutional data at IU). Any other Google account you have, no matter what email address you used to create it, is a personal account that is not appropriate for storing institutional data of any kind.

You should make sure that your personal Google account and your Google at IU account are separate, and that all data are stored in the appropriate account. How you proceed depends on what email address(es) you use for your personal Google account:


Personal Google account separate from IU email

If your personal Google account uses a Gmail address (username@gmail.com), and you have not added your IU email address as an alias or alternate address, you will have no conflict between your accounts. To use your Google at IU account, go to Google at IU and log in using your IU Network ID credentials. To use your personal Google account, log into Google with your Google username and password.

Important:

If you have institutional data in your personal Google account, you should move it to your new Google at IU account. Download any files associated with institutional data to your computer, upload them into your Google at IU account, and then remove them from your personal Google account. If others have shared any files or folders relating to institutional data, you should ask them to update those files or folders to share with your IU email address. For more, see About working with institutional data at IU.

Be sure to verify (in the upper right) which account you're logged into when working in Google. By default, Google keeps you logged in, even when you close your browser, unless you sign out first. Thus, for example, you may be logged into your personal account, even when starting from google.iu.edu. You may wish to add a profile picture for each of your accounts to help differentiate between them; for instructions, see Adding a profile picture.
Note:
A Google personal account recovery email can use any IU email address. If you've previously set up a recovery address with an IU address, it will continue to function properly.

Personal Google account with an IU email address as an alias for a Gmail account (e.g., username@gmail.com with secondary address username@iu.edu/@indiana.edu/@iupui.edu/etc. set as an alias)

You may have added your IU email account as an alias or alternate email address for your personal Google account (username@gmail.com); in this case, you have been able to log into your Google account either with your Gmail account or your IU email address. Google will resolve this conflict by removing the IU-based alias from your Gmail account, as follows:

  1. The first time you attempt to log into google.com with your IU email address, you'll see a message like this:
    There are two existing Google Accounts for username@iu.edu. Which account do you want to use?
  2. If you choose Organizational Google Apps Account, you'll be redirected to the Central Authentication Service (CAS); log in with your IU Network ID credentials to access your Google at IU account. You'll be able to log into your Google at IU account as many times as you wish, but each time you try to log into google.com with your IU email address, you'll see the message in step 1.

    If you instead choose Individual Google Account, you'll see a message stating that your account has changed. At this point, the IU-based alternate email address has been removed from your personal Google account, and you can only log into this account with your Gmail address.

Important:

If you have institutional data in your personal Google account, you should move it to your new Google at IU account. Download any files associated with institutional data to your computer, upload them into your Google at IU account, and then remove them from your personal Google account. If others have shared any files or folders relating to institutional data, you should ask them to update those files or folders to share with your IU email address. For more, see About working with institutional data at IU.

Be sure to verify (in the upper right) which account you're logged into when working in Google. By default, Google keeps you logged in, even when you close your browser, unless you sign out first. Thus, for example, you may be logged into your personal account, even when starting from google.iu.edu. You may wish to add a profile picture for each of your accounts to help differentiate between them; for instructions, see Adding a profile picture.

Personal Google account with an IU email address as the main account address (e.g., primary user login to Google is username@iu.edu/@indiana.edu/@iupui.edu/etc.)

If you created your personal Google account some time ago, you may have had the option of creating a Google account using an IU email address, without creating a corresponding @gmail.com address. (Google has since stopped allowing use of addresses without @gmail.com.)

To access the data in your personal Google account, you must resolve the conflict between your two accounts. This will involve creating a new personal Google account, which can either be a new Gmail account, or be associated with another non-Google email address you own. You cannot move your data into an account with an existing Gmail address.

To resolve the conflict:

  1. Go to google.com.
  2. Click Sign in.
  3. Enter your IU email address, and click Next.
    Note:

    If you receive an error stating that Google doesn't recognize your email address, try instead entering your address in the format username%domain.edu@gtempaccount.com (replacing "username" and "domain" with your username and domain, e.g., jdoe%indiana.edu@gtempaccount.com). If this address is accepted, continue to step 5 to rename your account.

  4. You'll see an account selection prompt with a message like this:
    There are two existing Google Accounts for username@iu.edu. Which account do you want to use?
  5. If you select Organizational Google Apps Account, you'll be redirected to the Central Authentication Service (CAS) to log in with your IU Network ID credentials. You can now use Google at IU, but the conflict with your personal account still exists. None of the data associated with your personal Google account will be available from your Google at IU account at this point; if you want to access it, you must resolve the conflict.

    To do so, at the account selection prompt, select Individual Google Account, and enter your personal Google account password. You'll see a message beginning "An update to your account is required".

  6. To resolve the conflict between your accounts, click Get started >>. (If you instead select Do this later, you'll be logged in to your personal Google account with a temporary address, e.g., username%iu.edu@gtempaccount.com. You can log in this way over and over, but Google will prompt you every time to resolve the conflict.)
  7. Click Next >>.
    Note:
    You'll see the option to Move data to your organization's account >>; however, UITS does not recommend following it. The data moving tool is available only for data in certain apps (see Account merge and data move options); it is not available for data in Drive. Also, even for the listed apps, the data move may not work. Instead, move data manually after you complete the account creation process; see below.
  8. You should create a new personal Google account. Choose either An account with Gmail and a new gmail.com address, or An account that uses a non-Google email address you already own. Click Continue >>.
  9. Enter the username you'd like to use for your new Gmail account or the separate email address you want to use, and click Submit. You'll be taken to your new Google account. Your password will be the same one you set for your personal account before the transition.
Important:

If you have institutional data in your personal Google account, you should move it to your new Google at IU account. Download any files associated with institutional data to your computer, upload them into your Google at IU account, and then remove them from your personal Google account. If others have shared any files or folders relating to institutional data, you should ask them to update those files or folders to share with your IU email address. For more, see About working with institutional data at IU.

Be sure to verify (in the upper right) which account you're logged into when working in Google. By default, Google keeps you logged in, even when you close your browser, unless you sign out first. Thus, for example, you may be logged into your personal account, even when starting from google.iu.edu. You may wish to add a profile picture for each of your accounts to help differentiate between them; for instructions, see Adding a profile picture.

This is document aerv in the Knowledge Base.
Last modified on 2017-03-02 15:42:58.

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