University of Malta
 

Google Apps: Student Migration
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All University students are making use of G Suite for Education.

The following FAQs are mostly applicable to students who had started their University course before October 2013.


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  1. When will Google Apps for Education be available?
  2. What should I do before the migration?
  3. When will my new University email address become active?
  4. What will happen during the migration process?
  5. How can I access my emails after migration?
  6. How can I sign in to Google Apps after migration?
  7. Will everything be migrated automatically?
  8. Can I access the old University mailbox after the migration?
  9. How do I transfer my Address Book Contacts from the old University mailbox to the new Gmail mailbox?
  10. Will my email signature be automatically transferred to the Gmail mailbox?
  11. My old email address was set to forward my University emails to another email address/es. Will email forwarding work after migration?
  12. Will my email auto-reply be automatically transferred to the Gmail mailbox?
  13. How does the Gmail mailbox spam filter work?
  14. Will my message filters be automatically transferred to the Gmail mailbox?
  15. I had set up my mobile device with my old University email address. Will this still work after migration?
  16. I had set up an email client (such as Mozilla Thunderbird or MS Outlook) with my old University email address. Will this still work after migration?
  17. How can I familiarise myself with the new Gmail mailbox?

1. When will Google Apps for Education be available?

All students have been able to access Google Apps since the start of academic year 2013/14. The University email of current students was migrated to Google. Following migration, students are able to access the Google Apps services (Gmail, Google Calendar & Google Drive).

New students are immediately granted access to Google Apps when they activate their UM IT Account. 

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2. What should I do before the migration?

Students who have not selected their new email address (name.surname.xx@um.edu.mt) should do so immediately. You will not be able to access Google Apps unless you select your new email address.

It is highly recommended that you monitor your emails regularly prior to migration, since you will be contacted before your emails are migrated to Google.

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3. When will my new University email address become active?

Your new University email address (name.surname.XX@um.edu.mt) will start working after your migration is complete. You will be informed via email when the new email address becomes active. It is important that all students select their new email address before their emails can be migrated. 

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4. What will happen during the migration process?

You will be informed via email a few days before the migration date. During migration, all emails (received & sent) in your previous University mailbox will be migrated to your new University Gmail mailbox. The migration process should take a few minutes to complete. Note that you will not be able to access your previous University mailbox during migration.

After the migration is complete, you will be informed via email and SMS so that you can finalise the migration process. Your new University email address (name.surname.XX@um.edu.mt) will start working at this time. Any messages that are sent to the old email address (username@um.edu.mt) will be delivered to the new University mailbox, i.e. the messages will be automatically forwarded to the new University email address for the duration of the current course.

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5. How can I access my emails after migration?

After migration, you can continue accessing your emails from the University Webmail, which will continue to be listed under the University of Malta website Quicklinks. The University Webmail will automatically send you to your new University Gmail mailbox instead of the old mailbox.

Alternatively, you can access your University Gmail mailbox from the Google Apps for Education page.

If you try to access your University emails directly from the Gmail website, you will be prompted with the Gmail Sign-in screen. In the Email field, enter your new University email address and leave the Password field blank. After you click Sign in, you will be directed to the University Sign-in screen, where you should enter your UM IT Account username and password.

It is recommended that you access the University Gmail mailbox using the Google Chrome browser, so that you can install the Gmail Offline application that allows you to access your Gmail mailbox when you do not have an internet connection. More information is available here

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6. How can I sign in to Google Apps after migration?

After the migration is complete, you will be informed via email and SMS so that you can finalise the migration process. You will then be able to access the Google Apps services (Gmail, Google Calendar & Google Drive).

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7. Will everything be migrated automatically?

During the migration process, IT Services will migrate all of your emails (received & sent) to the new University Gmail mailbox. However, the following settings cannot be migrated automatically:

Please note that any mobile devices set up with the old email address will need to be re-configured accordingly. In addition, any email clients that use POP3/IMAP (such as Thunderbird and Outlook) that had been set up to access your emails will no longer work.

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8. Can I access the old University mailbox after the migration?

After the migration, you will be able to access your old University mailbox so that you can extract address book contacts and other settings (such as email signature).

Note that you will no longer be able to send or receive new emails from your old mailbox.

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9. How do I transfer my Address Book Contacts from the old University mailbox to the new Gmail mailbox?

To transfer your contacts, follow these steps:

Export Contacts from old University mailbox

  1. Sign in to the old mailbox.
  2. Click on Addresses from the top menu.
  3. Under the Address book export section (bottom of screen), click on Export to CSV File.
  4. Save the file on your local computer.

Import Contacts to Gmail mailbox

  1. Sign in to Gmail.
  2. Click on Contacts from the top menu.

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  3. From the left navigation pane, click on Import Contacts...
  4. Choose the CSV contacts file that you downloaded previously from your computer and click Import.

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10. Will my email signature be automatically transferred to the Gmail mailbox?

An email signature that was set up in the old University mailbox will not be transferred to the new Gmail mailbox automatically. To set up an email signature in the Gmail mailbox, follow these instructions.

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11. My old email address was set to forward my University emails to another email address/es. Will email forwarding work after migration?

Email forwarding will continue to work until the migration date. When you finalise your migration, the email forwarding will be disabled.

We highly recommend that you make use of the new University Gmail mailbox, since it integrates seamlessly with other Google Apps services (such as Google Calendar and Google Drive). In addition, Google Apps provides you with unlimited online storage for your email and any documents that you store/share online. After you complete your studies at the University of Malta, you will be able to continue making use of your University email address and Google Apps.

Should you still wish to set forwarding from your new email address to a different email address, follow these instructions.

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12. Will my email auto-reply be automatically transferred to the Gmail mailbox?

An email auto-reply that was set up in the old University mailbox will not be transferred to the new Gmail mailbox automatically. To set up an email auto-reply in the Gmail mailbox, follow these instructions.

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13. How does the Gmail mailbox spam filter work?

After migration, the old University spam filter facility will be replaced with the Gmail spam filter. You will no longer receive the daily Blocked Spam report, and the spam filter blacklists and whitelists will be removed.

Gmail automatically moves spam out of your inbox, applies the Spam label and deletes it after 30 days. The Gmail spam filter cannot be disabled.

You can see all spam messages by selecting the Spam label on the left pane of your University Gmail mailbox. You are advised to check your spam folder regularly (at least once a month) to check that incorrectly labelled messages are not lost. Google will automatically learn what you do and do not regard as spam.

If a spam message arrives in your inbox, select the message, then click the Report spam (!) button.

If a legitimate message is incorrectly labelled as spam, select the message and click the Not spam button.

If you find that some senders' messages are consistently being mislabelled as spam, you can prevent this by adding their email addresses to your Contacts list. Gmail will deliver messages from members of your Contacts list to your inbox, unless it knows with high confidence that the messages are spam.

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14. Will my message filters be automatically transferred to the Gmail mailbox?

Message filters that were set up in the old University mailbox will not be transferred to the new Gmail mailbox automatically. To set up message filters in the Gmail mailbox, follow these instructions.

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15. I had set up my mobile device with my old University email address. Will this still work after migration?

Any mobile devices set up with the old email address will need to be re-configured accordingly. More information is available here.

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16. I had set up an email client (such as Mozilla Thunderbird or MS Outlook) with my old University email address. Will this still work after migration?

After migration, any email clients that use POP3/IMAP (such as Thunderbird and Outlook) that had been set up to access your emails will no longer work. We highly recommend that you access your emails from the University Webmail, which will automatically send you to your new University Gmail mailbox after migration.

It is recommended that you access the University Webmail using the Google Chrome browser, so that you can install the Gmail Offline application that allows you to access your Gmail mailbox when you do not have an internet connection. More information is available here.

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17. How can I familiarise myself with the new Gmail mailbox?

Google provide a number of resources to get you started with the new Gmail mailbox. You can find these resources here.

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Last Updated: 4 August 2017

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