Booth Gmail Configuration

Transcription

1 Student is accessed via a Booth branded Gmail service. Student mailboxes will be accessed via Gmail. Configure Gmail Settings Before you connect Gmail to send and receive Booth Gmail on your mobile device or in Outlook, you need to do several things in your Booth Gmail account settings, using a computer and browser. 1. From a computer and browser, login to your Booth Gmail account with your Booth ID and password. 2. Then Enable IMAP connection in Gmail. This will allow you to create a connection to download messages from Gmail s server onto your computer or mobile device. 3. Next, Enable 2-Step Verification in Gmail. This will keep the bad guys out of your account using both your password and your phone. 4. Lastly, when you are ready to connect a mobile device or Outlook you ll need to Create an App-specific password in Gmail to be used on the device or in Outlook. Enable IMAP Connection in Gmail Before you can connect your Booth Gmail account to Outlook or your mobile device, you need to enable IMAP on your account. 1. Open your Booth Gmail account. 2. Login with your Booth ID and password. 3. Click the gear icon from the top right. 4. Click on the Settings link. 5. Click on the Forwarding and POP/IMAP tab. 6. Scroll to the IMAP Access: section. 7. Check the Enable IMAP radio button. 8. Set the following options, as appropriate, based on your preferences: a. When I mark a message in IMAP as deleted: b. When a message is marked as deleted and expunged from the last visible IMAP folder: 1

2 c. Folder Size Limits 9. Click on the Save Changes button. Enable 2-Step Verification in Gmail 1. Using a computer, open a web browser go to your Booth Gmail account and sign in to the Booth Sign In Service. 2. Use your Booth ID as the User Name and Booth password for Password:. 3. Click on the Booth address link (top right). 4. Under your account heading, click on the Account link. 5. Click on the Security tab. 6. Under the Password section, next to 2-step verification, click on the Setup link. 2

3 7. Click on the Start setup>> button. a. If you have a phone number saved to your Gmail account, select the number and method for receiving a code, text or voice. b. If you don t have a number associated with your Gmail account, enter one in the text field. c. Google will only use this number for account security. 8. Click on the Send code button. 9. Check the number you entered in step 7 to get the code from Gmail. Enter the verification code into the field in the web browser. 10. Click on the Verify button. 11. Ensure the Trust this computer check box is checked and click on the Next>> button. 12. On the Turn on 2-step verification screen, click on the Confirm button. You'll only be asked for a code whenever you sign in using your BoothUserID@chicagobooth.edu account every 30 days, on each trusted computer or device. If you lose your phone, you can always change the code in your Gmail account settings. Create an App-specific Password in Gmail 1. Using a computer, open a web browser go to your Booth Gmail account and sign in to the Booth Sign In Service. 2. Use your Booth ID as the User Name and Booth password as the Password:. 3

4 3. Click on the Booth address link (top right). 4. Under your Booth address, click on the Account link. 5. Click on the Security tab. 6. Under the Password section, next to App passwords, click on the Settings link. 7. Enter a backup phone number and select how you would like to be notified then click on the Save number button. 8. In the Name: field, type a name for the device you are generating an app specific password. You will use this as your password on the device you will set up to send and receive . The app-specific name can be anything you d like, but be sure you can identify the device in your Gmail account. If you need to revoke the appspecific password, you can for that one device. You should revoke the password if you replace or lose your mobile device or computer. 4

5 9. Click on the Generate Password button. 10. Enter the password displayed on the next screen on your device instead of using your Booth password. Configure Your Mobile Device Apple ios via Exchange Connecting your ios device via Exchange is Google s preferred method of synching your ios device to the account. 1. On your ios device, tap Settings. 2. Tap Mail, Contacts, Calendars. 3. Tap Add Account. 4. Tap Exchange. 5. Tap on each field and enter the appropriate data, as detailed below. a. The address is the preferred which is set in the Alias tool on the portal. 5

6 6. Tap on Next. 7. Next, verify the address is the preferred you entered in the previous step. 1. In the Server field, type m.google.com 2. Leave the domain field blank 3. In the Username field, type yourchicagobooth.edu address. 4. In the Password field, enter the App-Specific password you created through the google authentication process. 5. On the top right, tap Next. 8. Select the items you want to sync on your iphone and tap on Save. Apple ios via IMAP 1. On your ios device, tap Settings. 2. Tap Mail, Contacts, Calendars. 3. Tap Add Account. 4. Tap Google. 5. Tap on each field and enter the appropriate data, as detailed below. a. The Preferred Booth address is set in the Alias tool on the portal. 6

7 6. Tap on Next. 7. Select the items you want to see on your iphone. 8. Tap on Save. Android 1. On your Android device, tap Settings. 2. Tap Add Account. 3. Tap Google. 4. Tap Existing. 5. Type your preferred* Booth address and the Application-specific password that you generated in Gmail, on a computer (from the steps above) then tap the right arrow. 6. At the prompt, tap the OK button. 7. Next, you can opt out of offers from Google Play, if you desire (uncheck the checkbox), then tap the right arrow. 8. Select the information you would like to sync on your device then tap the right arrow. 9. You have finished setting up your Android phone to access Booth Gmail. The items you selected in Step 8 above are now accessible on your Android Phone. * The preferred Booth address is set in the Alias tool on the portal. 7

8 Modify Level of Details Displayed on Your Calendar By default the calendar details are set to show no calendar details to those who view your calendar. If you want users to see all details for your calendar appointments in Gmail, you can change it to show all calendar details by following these steps: 1. Login to your Booth Gmail account. 2. Click on the button next to your address on the top right. 3. Click on Calendar. 4. Click on the on the top right. 5. Click on the Settings link. 6. Click on the Calendars link on the top left. 7. Click on the Share this Calendar link. 8. Next to the Share this calendar with everyone in the organization University of Chicago, Booth School of Business, click on the dropdown and select See all event details button. 9. Click on the Save button. Know that by doing this, users who view your calendar appointments are able to see all details of the appointment including who, what, when and where the appointment will take place, if you have added these details to the appointment. Change your Display Name in Gmail Students, who would like to display a name other than their full name on the s they send, can modify how the displays to recipients. To change the display of your name, do the following in Gmail. 1. Login to your Gmail account. 2. Click the gear icon from the top right. 3. Click on the Settings link. 4. Click on the Accounts tab. 5. Click on the edit info link to the right of Send mail as: 6. Type your display name in the custom field on the Edit address screen. a. You may specify a different reply-to address here, as well. 7. Click on the Save Changes button. 8. Test the change by sending an to an account you own to test the Display Name change. Mail Forwarding To forward from your Booth Gmail account to another account, please follow the instructions below. 1. Open your Booth Gmail account. 2. Login with your Booth ID and password. 8

9 3. Click the gear icon from the top right. 4. Click on the Settings link. 5. Click on the Forwarding and POP/IMAP tab. 6. Click Add a forwarding address in the Forwarding section. 7. Enter the address you want to forward your Booth Gmail to. 8. Click on the Next button. 9. Click on the Proceed button to confirm your forward. 10. Click on the OK button. 11. Google will send a verification to the forward address you entered. 12. Open your forward account and confirm the account by clicking on the verification link in the Return to your Booth Gmail account and refresh the page. 14. On the Forwarding and POP/IMAP tab, click on the Forward a copy of incoming mail to radio button and make sure your new forwarding address is listed in the first drop-down menu. 15. In the second drop-down menu, choose what you want Gmail to do with your messages, such as keep Gmail s copy in the Inbox or archive Gmail s copy. 16. Click on the Save Changes button at the bottom of the page. Tip: Use filters to Forward If you only want to forward certain kinds of messages to another account, use filters in Gmail to forward messages that meet specific criteria. You can create 20 filters that forward to other addresses. Learn more about filters. Configuring Outlook If you want to configure Outlook to receive, send and access your Booth Gmail, please follow these instructions. 9

10 Configuring Outlook for Mac 2011 If you want to configure Outlook to receive, send and access your Booth Gmail, please follow these instructions. Configuring Mac Mail Mac OS X Mavericks These instructions assume that you have already configured two-step verification and have generated an application-specific password. 1. Open Mac Mail. 2. With Mac Mail running, click on the Mail menu. 3. Click on Preferences. 4. Click on Accounts. 5. Click on the + to add an account. 6. Click on the Add Other Mail Account radio button. 7. Click on the Continue button. 8. Enter the following information: a. In the Full Name field, enter Your name. b. In the Address field, enter your Primary Booth address. c. In the Password field, enter the application-specific password you created in Gmail. 9. Click on the Create button. You will get a message that the account must be manually configured, click Next 10

11 10. Click on the Connect button if you see this dialog. 11. Fill in the mail server, username MUST be your primary ChicagoBooth.edu address and the application specific password you created in Gmail. 12. Click on the Next button. 13. Enter the outgoing mail server as displayed above. 14. The User Name is your primary ChicagoBooth.edu address. 15. The password must be the same application-specific password you entered earlier. 11

12 16. Click on the Create button. The account should now be setup in Mac Mail using Mac OS X Mavericks Access for Blackberry Users If you are a Blackberry user, you will access your Booth Gmail account using the browser on your Blackberry. Point it to gmail.chicagobooth.edu and login with your Booth ID and password. if you want to configure the gmail plug in, follow the information in the links below: Google support information regarding Blackberry: Blackberry support information regarding configuration: If you have any questions or concerns, please notify the helpdesk via helpdesk@chicagobooth.edu or phone: