PLEASE NOTE - Whether or not you have switched your email address from @alumni.stanfordgsb.org to @alumni.gsb.stanford.edu

• You WILL ALWAYS see our new @alumni.gsb.stanford.edu at the top right corner of your Google Mail
• You WILL ALWAYS use our new @alumni.gsb.stanford.edu as your POP/IMAP username. (Note - mail sent to @alumni.stanfordgsb.org will deliver).
• You WILL ALWAYS use our new @alumni.gsb.stanford.edu when logging in directly via a Gmail or Google account page.

Alums who are forwarding their alumni email to a personal Gmail account often try to test that the forwarding is working by sending a message FROM their personal Gmail account TO their alumni account, which should then forward it back to their personal Gmail account.

But the Google mail servers actually detect and stop email loops BEFORE even trying to forward them. Result will be that the test message is received in the alumni account, but NOT FORWARDING back to the personal account, and no error is generated, so it appears that forwarding is not working.

If you set up forwarding to a personal Gmail account, please test the forwarding by sending from a DIFFERENT personal account, or by having a friend send a test message.

All Forward Settings should be forwarding just as they did in your old mail tool. If they are not, contact Online Customer Support or call toll free 1-866-543-0243 (International call 1-650-724-0627).

If you had a Forward setting, it might not appear in your "Forward Settings" even though it is working as expected. This is a known issue that Google is working to resolve. Please contact Online Customer Support so that they can manually fix the problem.

To find "Forward Settings", select the "gear" in the upper right-hand corner of your mail screen. Select "Mail Settings" from the drop-down. Select the "Forwarding and POP/IMAP" tab. Your Forward setting will be the first item in the list of options.

PLEASE NOTE - Whether or not you have switched your email address from @alumni.stanfordgsb.org to @alumni.gsb.stanford.edu

• You WILL ALWAYS see our new @alumni.gsb.stanford.edu at the top right corner of your Google Mail
• You WILL ALWAYS use our new @alumni.gsb.stanford.edu as your POP/IMAP username. (Note - mail sent to @alumni.stanfordgsb.org will deliver).
• You WILL ALWAYS use our new @alumni.gsb.stanford.edu when logging in directly via a Gmail or Google account page.

Set-UP

Follow these steps to set up your smartphone or desktop email program to receive GSB alumni email:

1. Go to the GSB Alumi Website>My Profile and select the "Alumni Email" tab.
   See screen shot below
2. Under "Stanford Alumni POP/IMAP Password" create a separate password to use for POP or IMAP.
3. Next log in to Alumni Email (the "Check Email" link at the top of all alumni website pages).
4. Under the "gear" icon in the top right of page, select "Settings" and the "Forwarding and POP/IMAP" tab. See screen shot below
5. Select the radio buttons to enable POP/IMAP.
6. Configure your mobile or desktop email program.

To complete the configuration, you will need:

• Email address: you must use [email protected] for your email address. Your [email protected] or [email protected] email addresses will not work.
• Password: you must use the POP/IMAP password you set up in your profile on step 1 or you will receive an error during your set up.
• Incoming server: imap.gmail.com
• Outgoing server: smtp.gmail.com

Common problems with POP/IMAP set-up:

• Your email address: you must enter [email protected]. [email protected] and [email protected] will not work
• Password: you must have created a POP/IMAP password (see step #1 above). Your Stanford Alumni site password will not work.
• If you want to use IMAP, make sure to enable it in your Google settings (step #3 above)

Very Important to Note
When you are prompted to enter your email address, you must enter [email protected], even if your email address in your University record is [email protected] or [email protected] (Note this version with a hyphen between alumni and gsb, is an old legacy address and only a few alumni still have that address in their record. It is no longer an option for alumni who don't already have it in their record).

You will receive any email sent to either address or [email protected]

Certain mobile devices will allow you to configure the "send-as" email address (the email address that messages come from); you can set it to [email protected] if you’d like.

Other mobile devices, such as the iPhone, do not allow this. Any email that you send from your iPhone will come from [email protected].

Mobile devices supported - Android, iPhone, BlackBerry, Palm webOS, Symbian, Windows Mobile, SnapperMail
Mail clients supported - Outlook, Outlook Express, Apple Mail, Windows Mail, Thunderbird

Select image for an enlarged view.

What Are Conversations

Gmail organizes emails into "conversations," meaning that emails with the same subject line are grouped/stacked together under the most recent email about that subject. In the following screenshot, notice the arrow pointing to a email with (8). This is an indicator that there are 8 other emails with the same subject as the most recent email sent to the account. When you select the email you will see the most recent email, and the other related emails. See screen shot example

When you are first getting used to your new mailbox, we recommend turning conversation view off; it's easy to turn back on again. See how to turn off

Select image for an enlarged view.

How to Turn Off Conversations

To turn off conversation view, click on the "gear" in the upper right hand corner of your Alumni Google Mail, select "Mail Settings" on the "General" tab view. Select the radio button next to "Conversation view off" and "Save Changes." Learn more

Select image for an enlarged view.

You can set your Alumni Google Mail account to forward incoming mail to another address. Learn how to set up forward settings

Note: If you have forwarding enabled, but did not keep a copy, mail will appear in your "Trash" label. To change this Forward setting, select the "gear" in the upper right-hand corner of your mail screen. Select "Mail Settings" from the drop-down. Select the "Forwarding and POP/IMAP" tab. Your Forward setting will be the first item in the list of options. Change the drop-down which says "Delete Gmail's copy" to "keep Gmail's copy in the Inbox".

If you had a filter set on USA.net to "skip inbox", mail will appear in your "All Mail" label Can't find your "Trash" and "All Mail" labels? Check "More" located in the left column of your Google mail screen.

Google has a robust "Contact Manager." You can access it from within your Alumni Google Mail (left side of the screen) or by selecting the "Contacts" tab at the top of the screen. Learn how to create new contacts.

In addition, email addresses are automatically added to your Contacts list each time you use the "Reply," "Reply to All," or "Forward" functions to send messages to addresses not previously stored in your Contacts list. You can also set up Contact Groups so that you can message a larger group of people at one time.

Folders are called "Labels" in Google Mail. Labels are Google's way of categorizing information. They display to the left of the subject line of a message; they are also in the left side of a Gmail page. You can assign multiple labels to a single message. Labels can be color-coded for easy identification.

Labels will appear in the left column of your Google mail screen. If you can't find labels that you created, check "More" located at the bottom of the list. “Trash” and “All Mail” are also located in “More”. Click the down arrow and any additional labels will be displayed. You can drag labels out of "More" so that they always display. Learn how to create a label

Google Mail filters allow you to manage the flow of incoming messages. Using filters, you can automatically label, archive, delete, star, or forward your mail, even keep it out of Spam -- all based on a combination of keywords, sender, recipients, and more. Learn how to create filters

An email alias is one or more additional email names that direct mail to your primary email address. Email aliases are useful when you have to provide an email address and you don't want to give out your primary address.

Aliases allow you the ability to provide an alternate email address that will deliver mail to your primary email box but can be deleted later to quit receiving the email for that alias address. Google aliases may contain letters (a-z), numbers (0-9), dashes (-), underscores (_), and periods (. ). Other special characters are not allowed.

If you would like to create a new alias, go to the My Profile>Alumni Email Settings tab. To view existing aliases, click on the "gear" in the upper right hand corner of your Alumni Google Mail, select "Mail Settings" and select the "Accounts" tab.

A signature is a standard message automatically inserted at the bottom of every message you send. Google allows for a single signature.
Learn how to create a signature.

The time zone for all Stanford Google Apps is set to Pacific Time Zone. If you want to change the time zone, you will have to go to your Google Calendar. Select the "gear" icon at the top of any Google Calendar page. Then the Calendar settings and select the "General" tab. In the Country section, select your country. In the Your current time zone section, select "your time zone." Remember to "Save Changes."

You can set up a vacation response in your Gmail settings that will automatically reply to anyone who emails you. Learn how to set a vacation response

Google allows you to set up additional "reply-to" (also known as send-as) email addresses. This allows you to manage multiple accounts from within Gmail.
Learn more

A preview pane allows you to read mail right next to your list of conversations. Although preview panes are not a standard feature in Google, there is a way to enable them. Select the "gear" in the upper right hand corner of your Alumni Google Mail account.

Then select "Mail Settings" and the "Labs" tab. Scroll down the page to "Preview Pane" (labs are arranged alphabetically) and select "Enable." Remember to "Save Changes" at the bottom of the page.

Note that Google Labs is a testing ground for experimental features that aren't quite ready for prime time. They may change, break or disappear at any time.

Google Mail provides two key features that GSB alums have been asking for increased email storage and instant mobile access.

Additional Features

• 25GB of storage for email, 1GB for Google Docs
• Mobile (e.g. iPhone, Droid, Blackberry) and desktop access (e.g. Outlook) IMAP, and POP
• Industry-leading virus protection and spam filters
• No ads

• Google Email (including Chat)
• Google Calendar
• Google Docs (1GB of storage)
  https://docs.google.com/support/bin/answer.py?hl=en&answer=37603

If you do not see an Application listed here, we do not support it. You will have to access any App not listed here through a personal Gmail account.

Note that the GSB Alumni Google Mail, Google Calendar and Google Docs will not be integrated with existing consumer Google accounts, or with your any other Stanford Alumni Google Mail accounts.

If you have one or more personal Gmail accounts, they will be completely separate from your Stanford GSB alumni email account @alumni.stanfordgsb.org (and any Stanford Alumni Association @stanfordalumni.org email account). The same is true for Google Apps and Calendars.

Although Google offers "multiple sign-in", it doesn't work properly. If you do not want to repeatedly get the "Switch Accounts" message, signing you out of one of your accounts, we recommend using one browser for your personal Google account and a different browser for GSB alumni email. Learn more

Logging out of the GSB alumni website will not log you out of your GSB Alumni Google Mail account. You must log out of GSB Alumni Google Mail separately.

In addition, closing the alumni email browser/tab without signing out will not log you out. If you don't log out, anyone using your computer can access your email.
Learn more

Google does not allow you to merge separate Google Accounts. You can, however, set up one account to forward to another account. Learn how to set up forward settings.

Unfortunately, this is not possible (Google offers "multiple sign-in", but it doesn't work properly). If you do not want to repeatedly get the "Switch Accounts" message which signs you out of one of your accounts, we recommend using one browser for your personal Google account and a different browser for GSB alumni email.
Learn more

The short answer: don't worry about it. Your GSB alumni email account is set up for whichever address you use; the address in the right corner isn't important (but it is confusing!).

The longer answer: @alumni.stanford.edu is the GSB alumni services' primary domain and was used to set up Google. Because it is the primary domain, it automatically displays (despite our efforts to change it).

It will vary for each individual and how often they use their alumni account. Labels and conversation view are two key new features that you will likely want to learn to use.

The GSB alumni email service is using Google's "Apps for Edu" product. Google does not allow users to log in to a consumer Google product with the email address used in Apps for Edu. As a result, if you have used your @alumni.stanfordgsb.org account to log in to your Google accounts in the past, it will no longer work. When you try to log in, you will get a message telling you that you need to associate your account with a different email address.

You will be given three options:

• create a new Gmail address
• associate a different email address with this account (ie. , [email protected])
• continue to log in with a temporary password assigned by Google.
• Learn more

Stanford's IT staff is responsible for setting up and administering GSB and Stanford alumni email. Stanford Customer Service continues to be the first point of contact for any problems that alumni have with the service.

If you want to have a ".edu" email address instead of a ".org" address, go to "My Profile" on the top of any GSB alumni website page. Next select the "Alumni Email" tab on "My Profile" page.

A couple of things to know if you decide to switch to an @alumni.gsb.stanford.edu address:

1. This changes how your email address appears in your Directory Alumni Profile.
2. You will still be able to receive email sent to @alumni.stanfordgsb.org (replies will be sent from @alumni.gsb.stanford.edu unless you change "Send mail as" located in "Google Settings," the "Accounts" tab).
3. You will need to update your email address where it appears (e.g. your resumes, business cards, and websites).
4. Once you changed to @alumni.gsb.stanford.edu, the change cannot be undone.

To get an GSB alumni email account, you must be a GSB alumnus (MBA, Sloan, PhD, or SEP certificate holder) and register for an alumni username and password. As part of the registration process (step 2), you will be asked if want an GSB alumni email address. Check the box and you will be able to access your GSB alumni Google mail account after you complete the registration process.

If you have already registered for the website, select the "Check Email" button on the top of all alumni website pages or go to Check Email. After logging in, you will be taken to your GSB alumni email account.

You will continue to access your GSB alumni email account through the alumni.gsb.stanford.edu website ("Check Email" button at the top of all alumni website pages). You can also access via mobile device (e.g. iPhone, Droid, Blackberry) or your desktop (e.g. Outlook, Apple Mail).

Mobile or desktop access will require that you set up a separate Google Apps password. Learn more

Note that you will NOT be able to access your alumni email through www.gmail.com

The short answer: don't worry about it. Your Alumni Email is set up for whichever address you use; the address in the right corner isn't important (but it is confusing!).

The longer answer: @alumni.gsb.stanford.edu is the GSB Alumni email's primary domain and was used to set up Google. Because it is the primary domain, it automatically displays (despite our efforts to change it!).

Even if you use @alumni.stanfordgsb.org as your email address, you must use [email protected] when:

• You are asked for your POP/IMAP username. Note that mail sent to @alumni.stanfordgsb.org will deliver.
• You log in directly via a Gmail or Google account page. You will be redirected to the Stanford login page.
• Additionally, you will always see [email protected] in the top right corner of your alumni Google Mail

Why is this? @alumni.gsb.stanford.edu is the Stanford GSB alumni email's primary domain and was used to set up Google. Google requires that it be used in the instances above.

GSB and Stanford alumni email accounts will remain separate, as they were with USA.net. However, you'll use the same alumni username and password for either account. Visit the Stanford Alumni Association's website to log into your @stanfordalumni.org alumni email account.

Any Stanford GSB alumnus (MBA, PhD, Sloan, or SEP certificate holder) is eligible for a Stanford GSB alumni email account.

No, you can't continue using USA.net. All Alumni Email must be accessed using Google Mail.

To sign out of your email account, FIRST select your email address in the upper right hand corner of the page and select "Sign out".

Select image for an enlarged view

NEXT to Completely Log Out of Mail and GSB Password Protected Services

You will be directed to the the GSB "Alumni Password Protected Services page" listing other areas of the site you can visit before loging out. On that page is a green button "Log Out".

Selecting the green "Log Out>" button will log you out of your alumni email and the password protected services, such as the Alumni Directory, Email, Groups, and restricted pages on the GSB Alumni website.

The decision to move to Google was considered carefully. Our previous email service had not kept pace with industry-standard features, and did not provide sufficient storage and mobile access. Understandably, this was frustrating for many alumni.

Our new GSB alumni email service provided by Google Mail includes more storage (25 gigabytes), mobile and desktop access, Google docs and Google calendars, and industry-leading virus and spam protection; all at no cost to alumni.

We know that privacy is an important concern for Stanford GSB alumni. GSB alumni email, provided by Google Mail, comes with strong security and privacy protections. Google has contractual guarantees that allow users the ability to use the services with the appropriate privacy protections. They are contractually obligated to protect your confidential information and not to release it to other parties, absent compulsory legal process. You can view more about their specific privacy protections at http://www.google.com/apps/intl/en/edu/privacy.html

In order to deliver essential core features for GSB alumni email, Google will run fully automated scanning and indexing processes to offer spam filtering, anti-virus protection and malware detection. Their systems also scan content to make sure Apps work better for users, enabling functionality like search in Gmail or Google Docs. This is completely automated and involves no humans.

Stanford's privacy policies http://alumni.stanford.edu/get/page/privacy are not changing with the move to Google.

This is a complimentary service available to GSB alumni and students.

We welcome your feedback and suggestions through our Alumni Email Feedback Form. If you need Customer Support, please contact Stanford Customer Service.