About Google at IU (G Suite for Education)

Overview

Google at IU makes apps in Google's G Suite for Education available at no fee to Indiana University students, faculty, staff, and affiliates.

Important:

Due to increased pricing from Google, the amount of data you can store in Google at IU has changed, and every active Google at IU My Drive account must be under 5 GB.

To view your total Google at IU usage, go to https://drive.google.com/settings/storage. Be sure you are logged into your Google at IU account, and not a personal Google account. To be sure, you could use a private browser.

Google at IU accounts are unrelated to personal Google accounts that are available free to the public; for more, see Compare Google at IU accounts and personal (free) Google accounts.

Google at IU is under continual review as the service itself changes, and UITS will continue evaluation for revision and improvement to the IU implementation.

Important:
While UITS endorses the use of Google apps, they can pose accessibility issues, and can take considerable time for individuals with disabilities to master. Therefore, it is best to offer additional options for completing course requirements.

Access Google at IU

To access Google at IU:

Important:

Always use your Google at IU account for Indiana University coursework and other university business. Personal (free) non-IU Google accounts are not approved for institutional data. When working in Google apps, you can check the upper right to see which account you're logged into.

By default, unless you sign out, Google keeps you logged in, even if you close your browser; thus you could be logged into your personal account, even if you started from google.iu.edu. Consider adding a profile picture for each of your accounts to help differentiate between them.

Apps in Google at IU

The core Google apps available at IU are:

  • Google at IU My Drive: Allows you to share individual (not institutional) files and collaborate from any device. Use Google Docs, Google Sheets, Google Slides, Google Forms, and Google Drawings to collaborate on class assignments, research, presentations, etc. For more, see:

    By default, new files and folders created in Google My Drive are private and can be shared with specific people and groups. Other sharing options include Anyone at Indiana University with the link, Anyone at Indiana University, Anyone with the link, and Public on the web.

    To view your total Google at IU usage, go to https://drive.google.com/settings/storage. Be sure you are logged into your Google at IU account, and not a personal Google account. To be sure, you could use a private browser.

    Note:

    On September 13, 2021, Google applied a security update to Google Drive to make file sharing more secure. The update changed the links for some shared files and folders. Links for affected shared files were given new URLs that include resource keys. Collaborators who have not yet accessed an affected file that you shared prior to the update will now need the file's new link URL (containing the resource key) to access the file. Access to affected shared files did not change for any collaborators who accessed those files (prior to the update) or for those with direct access.

    For help, see Google Drive Help and Google Docs Editors Help.

  • Google Drive for desktop: Desktop application that provides live access to your Google at IU My Drive content in the cloud through Windows Explorer and Mac Finder. Store, edit, and collaborate on files and folders associated with your Google at IU account without using up disk space on your computer. For more, see About Google Drive for desktop.
  • Google at IU Shared Drives: Paid storage in Google at IU Shared Drives
    Important:
    Due to limits to IU's storage footprint in the Google platform, all individual Google My Drives now have a 5 GB quota. Shared storage in Google is available only as an option for departments that wish to pay for continued storage in Google.
  • Google Calendar: Create a calendar that can be kept private, shared with others you select, or made public online. Public calendars can be embedded in other sites to advertise your events. UITS recommends these for use in conjunction with Google at IU groupspaces and for publishing public events, but not as personal calendars for faculty/staff.

    For help, see Google Calendar Help.

  • Google Jamboard: Use your laptop, tablet, or mobile phone to whiteboard and collaborate with classmates and colleagues. Jamboard works best with touch-enabled devices. Jam sessions are automatically saved to Google My Drive, ready to be re-opened, edited, and downloaded in PDF format.

    To get started, visit your Google Jamboard.

  • Google Chat: App for direct messaging and collaboration within Google at IU. For more, see About Google Chat at IU.

    For help, see Google Chat Help.

  • Google Meet: Videoconferencing tool that lets you host video calls with up to 150 participants. For more, see About Google Meet at IU.

    For help, see Google Meet training and help.

  • Google Sites: Tool for building simple web sites, allowing non-programmers to get a web site up and running quickly. Add interactive Google gadgets and services like calendars, lists, Google My Drive documents, charts, or maps to any page in the site. You can use Google Sites for many purposes, including individual or group class assignments, personal presentation portfolios, and informational web sites.

    There are two versions of Google Sites, "classic" and "new". Classic Google Sites has more features, but the new Google Sites, which is still under development, has a much more modern look and feel. Because Google plans to retire classic Google Sites in early 2022, UITS recommends using new Google Sites unless you need features available only in classic Google Sites. For a detailed feature comparison, see the Google Sites Classic Comparison.

    When combined with Google Groups and Google Calendar, Google Sites offers an integrated space for collaboration; for help with setup, see Create collaborative workspaces with new Google Sites.

    For help, see Google Sites Help.

  • Google Groups: Create a group of individuals to add to a group forum or mailing list. Also, you can use Google Groups to manage member access to other Google resources (for example, sites, files and folders in Google My Drive, Google Calendar, etc.). For help with Google Groups, see Create, manage, and participate in Google Groups at IU.

    To create a new group, fill out and submit the Create a Google Group form.

  • YouTube: With Google at IU, you get a prebuilt YouTube channel where you can post videos.
    Note:
    IU's Kaltura video service provides better security for videos, provides user-specific analytics (within Canvas courses), and makes captioning more seamless.

    For help, see YouTube Help.

  • Blogger: Create your own blog and share it with selected people, or open it to the world.

    For help, see Blogger Help.

  • Google Contacts: Create an online address book, integrated with Google Calendar, Google My Drive, and other Google products.

    For help, see Google Contacts Help.

  • FeedBurner: RSS aggregator that allows you to stay on top of the latest from your favorite websites, blogs, and podcasts.

    For help, see Feed 101 - FeedBurner Help.

Google at IU releases

Updates to Google at IU will typically be applied one week following the scheduled release date on the G Suite release calendar. The What's New in G Suite launch recap also contains descriptions and pictures of applied updates.

Google at IU is under continual review as the service itself changes, and UITS will continue evaluation for revision and improvement to the IU implementation.

For more, see G Suite Updates.

Get help

Accounts and connections

Storing, sharing, and collaborating

This is document agvh in the Knowledge Base.
Last modified on 2023-05-03 09:02:42.