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Google Apps: Staff Migration
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All University staff are making use of G Suite for Education.

The following FAQs are mostly applicable to staff who were migrated during academic year 2013/14.


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  1. What should I do before the migration?
  2. What will happen during the migration process?
  3. How can I access my emails after migration?
  4. Will everything be migrated automatically?
  5. Will all my emails be migrated to the Gmail mailbox?
  6. Can I access the old University mailbox after the migration?
  7. How do I transfer my Address Book Contacts from the old University mailbox to the new Gmail mailbox?
  8. Will my email signature be automatically transferred to the Gmail mailbox?
  9. My email address was set to forward my University emails to another email address/es. Will email forwarding work after migration?
  10. Will my email auto-reply be automatically transferred to the Gmail mailbox?
  11. How does the Gmail mailbox spam filter work?
  12. Will my message filters be automatically transferred to the Gmail mailbox?
  13. How will I access a departmental email address (e.g. arts@um.edu.mt) after migration?
  14. I had set up an identity in my email program in order to send emails in the department's name. Will this still work after migration?
  15. I had set up my mobile device to receive my University emails. Will this still work after migration?
  16. I had set up an email program (such as Mozilla Thunderbird or MS Outlook) to access my University emails. Will this still work after migration?
  17. How can I familiarise myself with the new Gmail mailbox?

1. What should I do before the migration?

IT Services organises Google Apps Information Sessions for staff within departments that will be migrated to Google Apps for Education. You are highly encouraged to attend this session, since it will provide you with more information about the migration to Google Apps. The Google Apps Information Session presentation is available. [PDF]

In preparation for the migration to Google Apps, all staff are encouraged to:

  1. set up Two-Factor Authentication (TFA) on their UM IT Account. TFA adds an extra layer of protection to the UM IT Account. More information about TFA and instructions to set it up are available here.
  2. start using the Google Chrome browser. This browser will also enable you to install the Gmail Offline application that allows you to access your Gmail mailbox when you do not have an Internet connection. You can download the Google Chrome browser from the IT Services software downloads page.

You may also familiarise yourself with the new University Gmail mailbox by following the Getting Started with Gmail [PDF] guide.

IT Services will contact you to provide additional information and to set a date and time for your migration to Google Apps.

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2. What will happen during the migration process?

IT Services will contact you to set a date and time for your migration to Google Apps. You will be reminded via email 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 up to 30 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.

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3. How can I access my emails 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 start accessing your emails from the University Webmail, which is 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. The new enhanced University Webmail integrates with Google Calendar, Google Drive and the other tools available in Google Apps. 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 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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4. 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. The following settings cannot be migrated automatically:

If you have email forwarding and/or auto-reply set on your University email address, you will need to set these again on the University Gmail mailbox.

Also, once you are migrated, you will be making use of the spam facilities offered through Google Apps.

IT Services is highly recommending that after the migration, all staff will read and send University-related emails via the Gmail interface only. Members of staff who, after migration, will continue using their preferred email program (e.g. Mozilla Thunderbird, MS Outlook etc.) to access their University email will miss on the benefits derived from using the Google Apps suite of online tools including Gmail, Google Calendar, Google Drive etc.

If you had set up any mobile device/s to receive your University emails, you must re-configure these accordingly.

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5. Will all my emails be migrated to the Gmail mailbox?

During the migration process, IT Services will migrate all of your emails (received & sent) to the new University Gmail mailbox. However, it may not be possible to migrate certain emails to Gmail. You will be able to access these via the old University mailbox, and you may choose to save them to your computer or print them if necessary.

The most common types of emails that cannot be moved to Gmail are:

  1. Emails in the Drafts/Trash folders with attachments larger than 25Mb.
  2. Emails containing certain types of attachment files (for security reasons).
  3. Emails with invalid email headers (for example, messages with missing or invalid Date fields).

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

After the migration, you will be able to access your old University mailbox. You can also copy the address book contacts from your old University Webmail or email program (Thunderbird, Outlook, etc.) to the new University Gmail mailbox.

Note that you will no longer send or receive emails on your old mailbox.

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

You will be able to export your address book contacts from your old University Webmail or email program (Thunderbird, Outlook, etc.) and import them to the new University Gmail mailbox. Instructions are available in the Getting Started with Gmail guide [PDF].

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

If you had an email signature set up in your old University mailbox or email program (Thunderbird, Outlook, etc.), this will not be transferred to the new Gmail mailbox automatically. To set up an email signature in the Gmail mailbox, refer to the Getting Started with Gmail guide [PDF].

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

If you had email forwarding set so that incoming email to your University mailbox will be directed to your personal email, please note that when you finalise migration, this forwarding will be disabled. Email forwarding will continue to work until the migration date.

IT Services highly recommends 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.

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

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

If you had an email auto-reply set on your University email, you will need to set this up on the new Gmail mailbox as indicated here.

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11. 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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12. 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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13. How will I access a departmental email address (e.g. arts@um.edu.mt) after migration?

If you had access to departmental email addresses from an email program (Thunderbird, Outlook, etc.) or the old UM Webmail, you should contact IT Services before migration to discuss how these will be set up on Google Apps.

Note that those departmental email addresses that were set up to forward all emails to designated staff members (mailing lists) will continue to forward these emails after the staff members are migrated to Google Apps.

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14. I had set up an identity in my email program in order to send emails in the department's name. Will this still work after migration?

Any identities that were set up in email programs will not be transferred to the new Gmail mailbox automatically. To set up identities in the Gmail mailbox, contact the IT Services Helpdesk.

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15. I had set up my mobile device to receive my University emails. Will this still work after migration?

If you had set up any mobile device/s to receive your University emails, you must re-configure them accordingly. More information is available here.

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16. I had set up an email program (such as Mozilla Thunderbird or MS Outlook) to access my University emails. Will this still work after migration?

IT Services is highly recommending that after the migration, all staff will read and send University-related emails via the Gmail interface only. Members of staff who, after migration, will continue using their preferred email program (e.g. Mozilla Thunderbird, MS Outlook etc.) to access their University email will miss on the benefits derived from using the Google Apps suite of online tools including Gmail, Google Calendar, Google Drive etc. The old University Webmail will automatically send you to your new University Gmail mailbox.

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?

It is highly recommended that you follow the Getting Started with Gmail guide [PDF] in order to familiarise yourself with the new University Gmail mailbox.

In addition, 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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