Configure an email client or mobile device for Gmail at IU

To configure your email client for Gmail at IU in preparation for the Umail upgrade, follow the appropriate instructions below.

On this page:

Important:
Many students are employed in some capacity by Indiana University and use email in their employment, either to communicate with their co-workers and supervisors, or to carry out their job responsibilities. Because Gmail at IU, Imail, and Umail accounts are hosted by vendors external to IU, student employees may use these accounts to conduct university business only if they do not receive or transmit any institutional data considered sensitive via these accounts. For work involving sensitive institutional data, student employees must use Exchange email accounts. For more, see About student email accounts and IU employment.
Important:
Faculty, staff, residents, and students in HIPAA Affected Areas whose roles may require sharing protected health information (PHI) via email (e.g., Schools of Medicine, Dentistry, and Optometry) are not permitted to set up mail forwarding to outside accounts, as this could result in the violation of federal and state laws. For more, see HIPAA Privacy and Security Compliance.

iOS

  1. From the Home screen:
    • iOS 11: Choose Settings > Mail > Accounts & Passwords > Add Account > Google.
    • iOS 10: Choose Settings > Mail > Accounts > Add Account > Google.
      Note:
      Older versions of iOS may have a Mail, Contacts, Calendars item instead of Mail, and may not have a separate Accounts.
  2. Type your IU email address in the format username@iu.edu; do not use a campus email address such as username@indiana.edu or username@iupui.edu. Tap Next.
  3. Type your IU username and passphrase, and tap Login (requires Two-Step Login (Duo)).
  4. Select the items you'd like to sync with your device, and tap Save.

Android Gmail app

  1. In your device's settings, choose Add Accounts, then Add account, and then Google.
  2. If prompted, enter your phone's PIN, password, or unlock pattern.
  3. Type your IU email address in the format username@iu.edu; do not use a campus email address such as username@indiana.edu or username@iupui.edu. Tap Next.
  4. Choose Accept to agree to Google's Terms of Service and Privacy Policy.
  5. Type your IU username and passphrase, and tap Login (requires Two-Step Login (Duo)).

    If prompted, choose whether you'd like your device data automatically backed up, and tap Next.

  6. Enter your billing information if desired; alternatively, tap No thanks, and then tap Continue.

macOS Mail

Note:
Outlook 2016 for Mac is not currently supported. For security reasons, IMAP access to Gmail at IU is not enabled, and G Suite Sync for Microsoft Outlook is only available for Windows.
  1. Open System Preferences. It's normally in the Dock, but is also available from the Apple menu.
  2. Click Internet Accounts or Mail, Contacts, Calendars, then Add Account..., and then Google or Gmail.
  3. Type your IU email address in the format username@iu.edu; do not use a campus email address such as username@indiana.edu or username@iupui.edu. Click Next.
  4. Type your IU username and passphrase, and click Login (requires Two-Step Login (Duo)).
  5. Select the items you'd like to sync with your device, and click Done.

Thunderbird

  1. From the menu icon, select Options, and then Account Settings.
  2. Click the Account Actions drop-down menu, and select Add Mail Account....
  3. Type your name, your IU email address in the format username@xmail.iu.edu, and your IU passphrase. Click Continue.

    Thunderbird will find and apply Gmail's configuration settings; this may take up to a minute.

  4. When that process is finished, click Done.
  5. Authenticate to CAS as prompted, and click Login. Click Allow.

Outlook (Windows)

Note:
You cannot add Google at IU Gmail to Outlook for Mac. Instead, use macOS Mail or access it via a web browser.

To add Google at IU Gmail to Outlook:

  1. Close Microsoft Outlook, if it's open.
  2. Download G Suite Sync for Microsoft Outlook.
  3. Run the downloaded googleappssyncsetup.exe file. When prompted, provide the administrative credentials for your computer. If you are using a departmental workstation, contact your IT Pro.
  4. When prompted to sign in with your Google account, type your IU email address in the format username@iu.edu; do not use a campus email address such as username@indiana.edu or username@iupui.edu. Click Continue.
  5. When asked to choose an account, select your username@iu.edu account.
  6. If prompted, type your IU username and passphrase, and click Login (requires Two-Step Login (Duo)).
  7. You'll be presented with a list of permissions requested by the Sync app. Click Allow.
  8. In the "Set Up Google Apps Sync for Microsoft Outlook" window, uncheck Import data from an existing profile:
    Popup: Google Apps Sync for MS Outlook
  9. Click Create profile. Regardless of your selection in step 8, the tool will create a new Outlook profile for you, and will merge anything from the selected profile into the specified account.
  10. Click Start Microsoft Outlook.
  11. When asked to select a profile, choose username@iu.edu - G Suite to view your IU Gmail.

This is document apqh in the Knowledge Base.
Last modified on 2018-09-27 11:22:26.

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