Warning do not select all mail.

Warning!  The Webmail Inbox is only one page.  Do NOT use the "Select All" function to delete email. This will delete your entire Inbox.

The Rice Webmail interface is mobile friendly, allows you to drag and drop messages, and the default settings hide all deleted messages. The display is much easier to use, with actions and options included in drop-down menus on the right top corner, rather than displayed in text across the top of the window.  The default for forwarded messages is to include the original text as an attachment, but In Body Text is also an option displayed when the forward feature is selected.

Step 1:  Login to  webmail.rice.edu using your netid and netid password.

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Steps 2 & Step 3 will need to be repeated for the "Inbox" and all "Mail Folders"

Step 2:  Select "Inbox" to identify messages with 25MB or larger. 

Note: when you initially login, color text boxes will appear on the bottom right of your window to indicate the name of the Webmail server and confirmation of your login.

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Step 3:  Sort by message size to show the largest messages by selecting the "Size" column. 

Click "Size" until the "largest size" is at the top.  Identify messages 25 MB or greater. 

If you are unfamiliar with file sizes: 1 megabyte (MB) is equal to 1,000 kilobytes (KB). If the file size is listed in KB, you don't need to worry about it. Only look for files with MB as unit size.

 

For messages that are greater than 25 MB, you can select one of the following:  

a.      save the attachments to Google Drive, Box, or personal computer location,

b.      delete the messages from your account,

c.       or, elect not to migrate those messages to Gmail.

 

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Repeat Steps 2 & Step 3 for all Mail Folders.

Step 5: Log Out

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During Migration

• You may begin by accessing your email in Google using the instructions below
• If you POP your mail, be sure that your mail is at the designated local storage.

• Importing contacts into Google Contacts from a file

• Remove legacy mail configuration
• Remove a mail account from Microsoft Outlook
• Remove a mail account from Apple Mail
  
  

Configure Mobile Devices for Google Workspace for Education:  

For the best customer experience, OIT recommends using the vendor’s natively supported clients which include the Google Chrome Browser and the respective Google app(s) for use with Android and iOS devices. To configure iOS and Android devices, download the Gmail app from the app store and log in with your Rice NetID.

• To configure iPhone or iPad, refer to: https://kb.rice.edu/70014
• To configure Android, refer to: https://kb.rice.edu/70808

 What's Different in Gmail

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 Email Migration FAQs

• You can continue to send and receive mail as you normally do with no change to your mail clients or experience.
• Mail is accessible via your traditional client or you may log in to Gmail to use the Gmail interface.
• Only take action to send and receive emails during the transition period.
• It is recommended that you not perform any of the following email management/organizational activities. These user actions will not be replicated in Gmail if they are performed during the migration.
  • Moving/reorganizing mail
  • Renaming folders
  • Deleting mail
  • Setting flags/priority
• During migration, each message undergoes a security scan. If a message is identified as malicious, the email message and corresponding attachment(s) will not be migrated.

What actions are not synchronized once the migration starts?

• Don’t update or modify email folders. Any changes will not be reflected once the migration is complete.
• Read/Unread flags – When a message is migrated from the Central Mail system to Gmail, it is copied with its current read state. If a message is marked as “read” later on the Central Mail system, it will remain marked as “unread” on Gmail until you read the message on Gmail.
• Folders and Labels - When a message is migrated from the Central Mail system to Gmail, it is copied with the folder label that it had on the Central Mail system. If you move a message on the Central Mail system after it is copied to Gmail, that action will not be replicated in Gmail. The message will remain in its prior folder location on Gmail. Moving mail from/into sub-folders during the migration process could result in duplicated messages if the migration process transfers the originating folder prior to the message move and transfers the destination folder after the message move. View Google's detailed documentation on Labels. 
• Mail deletions – If you delete a message on the Central Mail system before that particular message is queued for copying to the Google account, then the message will not be copied. If you delete a message on the Central Mail system after that particular message is queued for copying to Gmail, then the message will still be copied over and you will need to delete it again in Gmail.

Can the migration occur over a weekend?

• OIT is migrating accounts based on predefined scheduled batches. Batches contain a large number of accounts, so we will begin your department all at the same time. We typically start migrations at the end of the business day on a Friday. Mailboxes within the batch that have extremely large mailstores will take longer than one weekend.

What mail client should I use?

• Google has designed the Gmail interface to take full advantage of all features of the Gmail service. Therefore, Rice OIT highly recommends that users use the Gmail interface as their mail client. This means using the gmail.com website on desktops/laptops, and the Gmail and Google Calendar apps for mobile devices. Use of a third-party client (such as MS Outlook or Apple Mail) is possible, but OIT has extremely limited options to customize or adjust the experience. Therefore, the use of third-party mail clients will not be officially supported by OIT.

• I have questions about how to use the Gmail interface.

  • Google's Gmail interface
  • Google has provided more specialized documentation for users migrating from Outlook. 

• I do not like the Gmail interface. How can I customize it to make it better?

  • Google has provided extensive documentation to assist users in transitioning from the Outlook experience to the Gmail experience. 

• I really want to use a third-party mail client, such as Apple Mail or MS Outlook. How can I set that up?

  • For the best customer experience, OIT recommends using the vendor’s natively supported clients which include the Google Chrome Browser and the respective Google app(s) for use with Android and iOS devices. Rice OIT can only offer limited support for Gmail users using third-party clients, and Rice OIT cannot offer any guarantees on the stability of the Gmail/Google Calendar services when third-party clients are used.
    • Using Google Chrome, https://www.google.com/
      “Sign In” and select the Mail application 
    • Using SSO and Duo for Google 
    • Need to reset your password?
    • Configure iPhone or iPad
    • Configure Android 
    • Review more information on Google Workspace
  • There are a few things to keep in mind when using third-party mail clients.
    • You may experience delays or technical issues when synchronizing email and calendar invitations.
    • Google throttles its mail servers, so downloading a large mail store into a new mail client setup will take a long time. Beyond that, the pros and cons are mostly determined by the idiosyncrasies of each third-party client.
    • Be advised that each third-party client has a different feature set. These features are subject to change as the client may be updated and as Google’s mail service may be updated.
    • Gmail does currently support IMAP for mail; however, this is subject to change. Google provides documentation for configuring third-party mail clients. 
    • Third-party mail client vendors provide additional documentation on how to configure Gmail:
      • Microsoft Outlook
      • Apple Mail
      • iOS Mail

I really want to use Microsoft Outlook and I need it to synchronize Calendar and Contacts too.

• Google provides Google Workspace Sync for Microsoft Outlook (GWSMO) to synchronize data from Outlook to Google Workspace. 
• Installing the GWSMO
  NOTE: Do NOT import mail or calendar data using the tool. Your mail will be migrated by OIT. Your Rice Calendar data already exists in Google Calendar. The only data that would possibly need to be imported would be contacts, mailing lists, notes, and tasks.
• Please see Google’s GWSMO FAQ for more considerations
  NOTE: Rice OIT cannot modify the behavior of the synchronization. Some types of data aren’t synchronized and some features in Outlook function differently when you use GWSMO. Data might also look a little different in certain Google Workspace products, such as Gmail.

I have some email forwarding set up, will that continue to work?

• Automatic forwarding of Rice Email will not be supported in Rice's cloud email environments.

Will my email aliases still work?

• All of your Rice-provided email aliases will continue to work.

Can I choose not to migrate my old emails, and just start getting new ones in Gmail?

• Yes. If you want to start fresh and bring no existing email over to Gmail, you may choose to do so. 

I do not want my trash to be automatically deleted. Is there a way to change the Google trash deletion policy to be more than 30 days?

• Google’s stated Trash deletion policy is to permanently delete mail after it has been in the Trash for 30 days. If users have mail that they do not want to lose, they must not put it in the Trash. Mail that is not in the Trash folder will not be deleted. If users want to remove a message from their Inbox but do not want to delete it, they can archive the message. View Google's deletion policy.
  
  Note: Once an email is expunged from the Trash folder, it is gone permanently.

Is there a way to Archive messages? 

• Yes, view the documentation in Google. 

Sometimes I see this warning banner at the top of an email. Should I be concerned?

Gmail may sometimes suggest you should be careful with a particular message. Or it may prompt your recipients to be careful with the emails you sent them.

If the message is from a Rice email address, then no, you don't need to be concerned. This is an automated message from Google that displays when a message is sent via a person’s email alias that is not their published alias. Many Rice users have multiple email aliases and sometimes send mail from an alias that is not published in the Rice Directory. 

As with any suspicious email, you should examine the mail headers for indications that this message is fraudulent or spam.