ARCHIVED: Configure an email client or mobile device for Gmail at IU

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Important:
As of May 17, 2022, Exchange Online is the official university email for all IU students. For more, see ARCHIVED: About the student email move from Gmail at IU to Exchange.

On this page:


Overview

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. For more about using email to conduct university business, see ARCHIVED: 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 (such as the 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.

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

iOS

  1. From the Home screen:
    • iOS 13: Choose Settings > Passwords & Accounts.
    • 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. Enter 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. Enter your IU username and passphrase, and tap Login.
  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. Enter 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. Enter your IU username and passphrase, and tap Login.

    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 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. Enter 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. Enter your IU username and passphrase, and click Login.
  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. Enter 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. If prompted, log in with your IU username and passphrase.

    Click Login, and then 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, enter 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, enter your IU username and passphrase, and click Login.
  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 the previous step, 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 2022-05-22 20:56:25.