In accordance with the Written Information Security Policy (WISP), Brandeis faculty, staff, contingent workers, and postdoctoral candidates cannot set up their Brandeis email to be automatically forwarded to a non-Brandeis email address.
Students can continue to set up auto-forwarding from their Brandeis Gmail account to another non-Brandeis email. If you have email forwarding set up in the Identity Management System, first follow these instructions to disable it. Then refer to these instructions to enable and disable email forwarding in Gmail.
All members of the Brandeis community are welcome to create and manage their own lists for sending email to a group of subscribers with similar interests. Please contact Technology Help Desk to get started.
Many departments across Brandeis are struggling with email deliverability to their constituents with the use of tools such as Mail Chimp and Constant Contact. If experiencing this issue please follow the job aids below to configure email setup:
You can work on Google files offline - Google Workspace Learning Center has instructions on how to set up your files to do so. Please note: you can only use Chrome or Microsoft Edge to work on files offline.
Group Owners and Managers can set up auto replies for their groups. Auto replies are messages sent automatically when people email the group. These replies let senders know their messages have been received.
If message moderation is turned on, an auto reply is sent only after a message is approved.
Google Groups has a default limit of 50 users per group. If you need to include additional users in your group, please send an email to help@brandeis.edu with the name of your Group and the list of email addresses and the list of email addresses you would like added. An ITS staff member would be happy to help you with your request.
The owner or manager of a Brandeis Google Group must first enable the setting that allows external members to join. The setting is located within the Google Group's general setting.
This is part of the Google Groups design. External users can receive only those emails coming into and going out from the Google Group.
Depending of your security permissions, you may be able to make a copy.
You can search for files and folders in Google Drive that you have access to a number of different ways. Google Drive has filter searches that let you search by file owner, file name and file type, among others.
If someone separates from Brandeis, the content they created in a Google Shared Drive is unaffected; it remains accessible to anyone with access to the Shared Drive. If they were the manager of the Shared Drive, that role can be reassigned to another member of the drive.
If someone separates from Brandeis, the content they created and shared in a Shared Folder is no longer accessible unless the owner has transferred ownership of the files and folders to another user, or unless users made copies of the files and folders needed before the owner's separation from Brandeis. Brandeis retains drive contents for three years post separation.
You can follow these instructions to transfer ownership of a shared file or folder to another user. You can follow these instructions to make a copy of the shared files in your own personal drive or a new Shared Drive. If the owner of the files or folders has left Brandeis before transferring ownership or giving you access, please open a ticket with the Information Technology Security Office to present a case to have the files and folders transferred to you in accordance with the Digital Content Policy.
Brandeis retains files and folders for three additional years after faculty and staff have left the University. After three years, the content is deleted. You can learn more about this in the Written Information Security Policy (WISP).
You can delete files in Google applications. Before you delete anything, please review the Brandeis Records Retention policy and Data Governance policies to ensure you are in compliance.