Office of Technology Administration [ITC]

Email, Gmail & Google Apps

Google Account Information:

  Xavier Google Mail Login:
(for users that have already been migrated to new system)

It is important that you disable the “Conversation View” option. In Gmail, replies and forwards are displayed in one place in a collapsed (or threaded) view making it easier to follow the context a message. If you are not familiar with Gmail, it is best to turn this feature off, at least in the beginning. Click on the gear icon on the top right corner.

Then select “Settings” from the drop down menu. Find the “Conversation View:” section and enable the “Conversation View off” option. Scroll down to the bottom of the page and click on the “Save Changes”.

Go back to the “Settings” section and under the “Maximum page size:” option, choose to show 100 conversations per page. Click on the “Save Changes” button. Go back to the “Settings” section and this time click on the “Labels” tab on top. Click on the “show” blue link for the “All Mail”, “Spam”, and “Trash” “System labels” to make these labels or folder to be visible at all times. Click on the “Inbox” folder to return back to mail view.

Click on the large “Compose” button located at the left side of the Gmail window. As you start typing a name in the recipient list, the name auto-complete feature will suggest matching names from the XULA user directory.

In Gmail, open a specific message by clicking on it from the list. On the top-right side of the message, find a small arrow that points downward. Clicking on that will result in a drop-down list as shown here. If a message has multiple recipients the “Reply All” option will also be visible on this list.

Right-click on the message in question (CTRL+click on Mac) and select “Mark as read” or “Mark as unread” depending on the status of that particular message.

When you archive a message, Google removes that message from view. It is NOT deleted. You can always find the message under the “All Mail” label or by searching for it.

Deleted messages end up in Trash. Messages left in “Trash” for more than 30 days will be automatically deleted by Google. This same rule applies to messages in “SPAM”.

Gmail uses labels instead of folders to organize messages. Labels are tags that are applied to messages based on the way you want to group them. Unlike folders, more than one label can be applied to a message. Just like folders, you can create nested labels. In fact, even the Inbox, Sent, Draft folders are actually just specialized labels.

The easiest path is to download the Gmail app for your iOS and Android devices. This app automatically configures all settings to allow you to easy access your account after you login. Make sure you first logon to your XU Gmail account to change your initially assigned password before you attempt to set up your mail client or device. If you need to configure an email client, please use the following settings:

Mail Type: IMAP
Incoming Mail Server: SSL Required; Port: 993
Outgoing Mail Server: SSL Required; Port: 465

The username for both incoming and outgoing servers should be your entire Xavier email address and not just the username.

Google Drive is an online cloud storage service available to all faculty, staff and students with unlimited storage space, with the maximum file size for an individual file limited to an amazing 5 TB. Since files are stored online, they can be accessed anywhere at any time using any browser with an Internet connection. Google Drive is also an efficient way to share files large and small with collaborators. Currently, sharing files is allowed only with users inside the Xavier community.

The maximum size of an attachment is 25 MB. To prevent virus infections, Google also prohibits attaching executable files to messages. The maximum number of recipients per message is 500. If recipients are in a public group, the group only counts as 1 recipient. The maximum number of recipients per day per user for addresses outside Xavier is 3,000.

Messages deleted from Google Mail trash folder or files from Google Drive trash folder can be recovered up to two weeks after the date of removal. After two weeks, these messages or files are lost forever. They can’t even be recovered by Google. If something is deleted from trash by mistake, make a note of the time and date of this deletion and report it to the ITC Help Desk as soon as possible. Based on the information you provide, files removed within that time window will be recovered to your Inbox.

Google Mail has powerful search capabilities. The search box is located on top of the page. Clicking on the arrow to the left of the magnifying glass as shown above will reveal more search options. You can search based message subject, sender, recipient, message body, attachments and date of message. If there are searches you perform repeatedly, you can create filters to save them. Trash and Spam folder not searched by default.

Here is a list of the most common search operators and examples.

  • “ “ (quotes) - Return messages that contain the exact word or phrase enclosed in quotes.
    Example: “meeting agenda”
  • from: and to:, cc: and bcc: - Return messages based on names or email addresses.
  • before: and after: - Return messages based on date. The format is yyyy/mm/dd.
    Example: before:2014/08/01 or after:2015/07/01
  • is: - Returns messages based on the status of a message. Messages can be starred, unread, read or chat.
  • in: - Returns messages based on where messages are stored or under what label. Messages can be in inbox, trash, spam, anywhere or another label name.
  • It is also possible to use combining operators to perform even more sophisticated searches. These are AND and OR.
    Example: AND is:unread AND before:2010/07/01
  • The “-” dash is another combining operator. Any matches for operators that are come after the “-” operator are not shown in the result list.
    Example: -is:read

The example above returns messages from that email address but only the unread ones.

To learn more please visit -->