• Student collaboration

Information Systems & Technology


G Suite for students, faculty, and staff

» G Suite

All students, faculty, and staff have access to Google Apps via their Chapman University account.  Users will have access to several cloud-based apps such as google docs, google sheets, google drive, and much more.  Staff and Faculty will not have access to Gmail services through their Chapman University accounts.

We want to bring to your attention some recent changes to our Chapman Google accounts, which will impact how you share and collaborate with Google between faculty and students.

As noted at the Fall Faculty meeting, Google accounts are now available to you within Chapman’s Google domain using your Chapman email address.  Separately, many of you may have noticed from your course rosters a change to the email addresses of incoming students.   New students are now receiving a username@chapman.edu address instead of username101@mail.chapman.edu.    

Key impacts

  • Please do not rely on looking at the user name/email address to determine whether a user is an employee or student.  Note that we have included “Student” next to the student name in the name field so that students can be clearly identified.
  • When sharing Google files between students or between faculty, staff and students, you are advised to choose "Anyone with the link" from the "More . . ." options. This will assure that everyone is able to access the files, regardless of their email format. Do not choose the CHAPMAN UNIV option.
  • You may receive warning notices about sharing outside the organization when using some collaborative Google applications. You should click Proceed and disregard these notices.

If you experience any technical difficulties or would like some help getting logged in, please contact our service desk team.  (714) 997-6600 or servicedesk@chapman.edu

+ - Logging In

  1. Go to google.com
  2. Click on "Sign In" located at the top right corner of the screen.
  3. Enter your Chapman University Email only
    1. You will be redirected to the Chapman Single Sign On page.
  4. Select your Chapman University email address
  5. Select “work or school account
  6. Then enter your Chapman University account password.
  7. Check the box to "Stay Signed in", then click "YES". Do this to reduce the number of times you are asked to sign in.

Once the account is activated, users will be directed to the google homepage.  At this point users will now have access to the Google Apps located in the top right corner of the screen.

+ - Training Materials

Getting Started

Start using G Suite (in 7 easy steps)

Navigating Between Accounts

Most users will already have their own personal google account.  The Chapman University account will not interfere in anyway with this account.  However, you will need to make sure you are selecting the Chapman University account when conducting university business.  Here’s how.

  1. Click on the accounts icon located at the top right corner of the screen
  2. Select your Chapman University account, from the list of available accounts
  3. If your account is not showing, then you will need to select “Add Account
  4. Select your Chapman University account
    1. If your Chapman University account is not showing, then it still needs to be activated. Please refer to the activation instructions located in “How to activate your account”.
  5. (You will be redirected to the Chapman Single Sign On page.)
  6. Click on “Work or School account
  7. Enter your Chapman University Password

You should now be logged into your Chapman University google account.

Launching Apps

  1. Sign into your Chapman University account
  2. Click on the "nine squares icon", near the top roght corner of the page, to open the App Launcher.
  3. Select the App you would like to use from the list of available apps.

Sharing Documents

When sharing a document, there are a few small steps you will need to follow.

  1. Select the “Share” icon, near the top right corner of your screen
  2. Enter the email address of the user you are sharing the document
  3. Depending on your preference, you will need to set the permissions for the users
    1. Click on the “Pencil” icon to the right of the email address field
    2. Can View”, “Can Comment”, or “Can Edit
  4. Click “Send

Shareable Link

Another way to share a document is through a “shareable link”.

  1. Select the Share icon, near the top right corner of your screen
  2. Select Get shareable link
  3. Where it says, Anyone at CHAPMAN UNIV with the link can view you will need to change the permissions for the link.
    1. Click on the Drop-down option next to can view
    2. Select More
    3. Select On - Anyone with the link
    4. Set permission to Can View, Can Comment, or Can Edit
    5. Click Save
  4. Select Copy link
  5. Paste the link in an email or into Blackboard course.

Further information and instructions for creating an account and sharing resources are available on our Blackboard Support for Staff and Faculty page.

 

+ - FAQs

 Google currently maintains a full resource on Google products and accessibility.

 

Is G Suite FERPA compliant?

What is the difference between Office 365 and G Suite?

Can calendars from Office 365 and G Suite be import to each other?

Which Apps are available when using my Chapman University account?

Sub Options for faculty

  • Drive provides web-based tools enabling End Users to store, transfer, and share files, and view videos. Google filestream (new client) like a drive. Phillip- Google is now forcing down the new client, and we haven't done a lot of testing yet to see the ramifications.
  • Docs are web-based services that enable End Users to create, edit, share, collaborate, draw, export, and embed content on documents.
  • Sheets are web-based services that enable End Users to create, edit, share, collaborate, draw, export, and embed content on spreadsheets.
  • Slides are web-based services that enable End Users to create, edit, share, collaborate, draw, export, and embed content on presentations.
  • Forms are web-based services that enable End Users to create, edit, share, collaborate, draw, export, and embed content on forms.
  • Calendar is a web-based service for managing personal, corporate/organizational, and team calendars. It provides an interface for End Users to view their calendars, schedule meetings with other End Users, see availability information for other End Users, and schedule rooms and resources.
  • Chrome Sync is a feature that allows End Users to synchronize bookmarks, history, passwords, and other settings across all the devices where they are signed in to Chrome.
  • Keep is a web-based service that enables End Users to create, edit, share, and collaborate on notes, lists, and drawings.
  • Sites allows an End User to create websites on the G Suite Basic domain to publish internally within a company or publish externally. An End User can create a site through a web-based tool, and then can share the site with a group of other End Users. The site owner can choose who can edit a site and who can view the site.

Are there any Google Chrome extensions available with my Chapman Account?

 Sub options for students

  • Drive provides web-based tools enabling End Users to store, transfer, and share files, and view videos. Google filestream (new client) like a drive. Phillip- Google is now forcing down the new client, and we haven't done a lot of testing yet to see the ramifications.
  • Docs are web-based services that enable End Users to create, edit, share, collaborate, draw, export, and embed content on documents.
  • Sheets are web-based services that enable End Users to create, edit, share, collaborate, draw, export, and embed content on spreadsheets.
  • Slides are web-based services that enable End Users to create, edit, share, collaborate, draw, export, and embed content on presentations.
  • Forms are web-based services that enable End Users to create, edit, share, collaborate, draw, export, and embed content on forms.
  • Calendar is a web-based service for managing personal, corporate/organizational, and team calendars. It provides an interface for End Users to view their calendars, schedule meetings with other End Users, see availability information for other End Users, and schedule rooms and resources.
  • Chrome Sync is a feature that allows End Users to synchronize bookmarks, history, passwords, and other settings across all the devices where they are signed in to Chrome.
  • Keep is a web-based service that enables End Users to create, edit, share, and collaborate on notes, lists, and drawings.
  • Sites allows an End User to create websites on the G Suite Basic domain to publish internally within a company or publish externally. An End User can create a site through a web-based tool, and then can share the site with a group of other End Users. The site owner can choose who can edit a site and who can view the site.

 What are the recommended web browsers or plugins I should use?

How long do I have access to my saved documents, under my Chapman University account?

Only active faculty, or staff member will have access to their saved documents. Account access will be locked when you are no longer teaching or working at Chapman University.

Students will continue to have access to their saved documents for one year after they graduate from Chapman University. Student accounts that have unenrolled from classes and leave Chapman University prior to graduation will be locked and access will not be available. 

Is there a limit on my G Suite cloud storage?

Cloud storage is UNLIMITED.

 

 

 

+ - Data Risk Classification

To determine a document's level of sensitivity, please visit the to Data Risk Classification page.
The Google G logo with Red, Yellow, Green, and Blue sections

Important Note:

Only select apps are available using your Chapman University account. For more information about available apps, please visit the FAQ menu.