Gmail and Google Apps

Shared Google accounts must be accessed by delegation rather than signing in to the account using a shared username and password.
 

Providing all users of college technology with a streamlined and secure user experience is important to us. We're able to help deliver this experience through single sign-on (SSO) where you only need one username and password to access various technology services. It is important that each person have only one corresponding online identity to facilitate this improvement.
 

Aims uses single sign-on (SSO) to provide an easy and consistent login experience to a multitude of online college services. With SSO, you only need one username and password to access a growing number of applications and services that use it for authentication. In addition to improving the overall user experience and boosting productivity, SSO also increases online security.
 

All shared Google account passwords will be reset on May 10, 2021. Your access will not be lost if you have completed the steps outlined in the notification email that will be sent to each shared Google account.
 

You will still be able to read, send, and delete email messages, and manage calendars from either Gmail/Google Calendar or the Outlook application. If you are currently receiving forwarded emails from a shared account, you will continue to receive them.
 

Sign in to your Gmail account.

Click your profile image or initial in the top right corner.  Additional Google accounts that you have signed in to will appear. If your access is currently delegated, you will notice a key over the profile image and the word "Delegated" to the right of the account name. Accounts shown without these indicators mean that you are signed in to the account directly.

Each shared Google account will receive several email notifications regarding this change and the steps required to request delegate access.
 

No, you do not need to request delegate access if you already have it for the account(s) that you need to access.
 

Yes, use these steps to set up delegate account(s) in your Outlook client.

Delegate access is not natively supported on mobile apps; however, you can follow these steps as a workaround.
 

You have a couple of options if the files currently reside in the shared account's Google Drive:
                   

Create a shared drive and then move the content to it. Assign privileges to the individuals that need them. You can find instructions on how to do this here. Share the content with the individuals that need to access it before May 10.

There are a number of add-ons for Google Forms that allow you to change the sender email address for forms along with the email address(es) that submission notifications are sent to. Please contact IT.Security@aims.edu for details on getting this set up.
 

Similar to Google Drive for the shared account, you have two options available:

• Move the Sheet to a shared drive that your group has access to
• Share the sheet with the individuals who need access                    

We recommend using Google groups for collaboration and managing sharing for Google Docs, Sheets, Slides, and Forms. Group membership can even be automated by Aims IT based on certain criteria that you define. Contact IT.Security@aims.edu if you are interested in setting up automatic group membership.

To forward incoming emails from the delegated account follow the steps listed below:

1. Go to your Gmail account.
2. Sign in with your Aims email address and password.
3. In the upper-right corner, click on your account photo or the circle with your first initial in it.
4. From the drop-down menu, click to open your delegated account.
5. From your delegated account, click the gear icon, then See all settings.
6. Click the Forwarding and POP/IMAP tab.
7. Click Add a forwarding address in the Forwarding section.
8. Enter your Aims email address, then click Next and then Proceed, and then OK.
9. Select Disable forwarding for now and then click Save Changes.
10. At the top of the page, click the down arrow in the Search field. The Search Filter window will open below the Search field. In the To field, enter the delegated account email address and then click Create filter.
11. Select Forward it to and select your Aims email address.
12. Click Create filter.
13. Return to the Forwarding and POP/IMAP page in Settings and ensure that Forward a copy of incoming mail is selected and your Aims email address is listed in the drop-down menu (there may be others as well).
14. In the second drop-down menu, ensure that keep <account name> Mail’s copy in the Inbox is selected.
15. At the bottom of the page, click Save Changes.

To create a label in Gmail for filtering emails forwarded from the delegated account, follow the steps listed below:

1. Open your Aims Gmail Inbox.
2. In the upper-right corner, click the gear icon and then See all settings.
3. Click Labels and then Create new label.
4. Enter the desired label name in the Please enter a new label name: field (e.g. Delegate account name).
5. Click Create.
6. Click the down arrow in the Search field. The Search Filter window will open below the Search field.
7. In the To field, enter the delegated account email address.
8. At the bottom of the Search Filter window, click Create filter.
9. Select Apply the Label, then select the new label that you created.
10. Click Create Filter.

By default, when you respond to an email that was originally sent to the delegated account and then forwarded to your inbox, the reply will show as coming from your own email account. To show the reply from the delegated account instead, follow the steps listed below:

1. Open your Aims Gmail Inbox.
2. In the upper-right corner, click the gear icon and then See all settings.
3. Click Accounts.
4. Under Send mail as, click Add another email address.
5. In the Name file, enter the name that will be shown when you send emails from this account. Note: It’s recommended to use the same name shown on the delegate account.
6. In the Email address field, enter the delegated account email address.
7. Uncheck Treat as an alias.
8. Click Next Step and then click Send Verification. Gmail will send a verification message to the delegated accounts email address to confirm that you own it.
9. Open the delegated account and locate the Gmail confirmation message. Click the confirmation link, then click Confirm. If successful, you can close the verification window.
10. Return to your Aims Gmail inbox.
11. Within the Accounts tab select Reply from the same address the message was sent