Welcome to Google Apps in Engineering at UC San Diego
Welcome to Google Apps for UC San Diego's Jacobs School of Engineering. Google Apps is the default email, calendaring, and collaboration system used by faculty, staff, and graduate students across Engineering; it is also available to others affiliated with the Jacobs School, including any current undergraduate Engineering major (undergraduate Engineering majors may self-provision their Google Apps accounts by clicking on the link at the bottom of the left-hand column). While similar to consumer Google services, Google Apps for educational institutions has various additional features and enhancements, as well as being governed by significantly stricter rules regarding the privacy of your data.
Logging In For the First Time
Everyone associated with UC San Diego has an automatically generated, official email address of the form <name>@ucsd.edu. Similarly, Google Apps accounts for Engineering are of the form <name>@eng.ucsd.edu, where <name> is the same as in your official UC San Diego email address (in the case of students, this will be an 8 character username).
Your new account has been created with a one-time password. When you first log in, you will be required to change this password to one of your own choosing (8 character minimum) and enter a CAPTCHA phrase. To begin this process, connect to mail.google.com and log in with the username and password you've received (most likely via an email that pointed you to the page you're reading now). At a minimum, we recommend that you follow the campus guidelines for password security.
Your Primary and Alternate Email Addresses
The primary email address associated with your Google Apps account is the same as your account name (i.e., <name>@eng.ucsd.edu).
Some users opt to associate additional, valid email addresses with their Google Apps accounts, for example to reflect a campus-wide or department specific identity. This allows the sending of email using alternate return addresses, and enhances the indexing/searching of email to include all the possible addresses/aliases by which you might receive email. See “Sending mail from a different address” for more info.
Campus and Departmental Aliases
Behind the scenes, your @ucsd.edu address is only an alias that forwards incoming messages to some final destination where your email really resides; for faculty, staff, and graduate students in Engineering, that final destination is usually Google Apps (i.e., @eng.ucsd.edu). There may also be departmental aliases (e.g., @cs.ucsd.edu for the CSE Department) that do the same thing. All of these aliases will be set to forward mail directly to your @eng.ucsd.edu address, except in the case where an alias already exists when your Google Apps account is first created. Typically, this exception applies when a person has some previous association with UC San Diego prior to becoming a faculty, staff, or graduate student in Engineering (e.g., newly admitted graduate students who were also undergraduates at UC San Diego, staff personnel who transferred into Engineering from another campus unit, etc.). Current Engineering undergraduates who self-provision Google Apps accounts will typically have @ucsd.edu aliases that point to the ACMS managed mail server acsmail.ucsd.edu (though this can be changed, per the next paragraph).
In order to prevent surprising changes in the flow of email, we generally do not modify preexisting forwarding records/aliases, at least until we communicate potential changes to the customer. In these cases, this means that mail to your @ucsd.edu address will not initially go to your Google Apps mailbox automatically. If you wish to check or change the destination of email sent to your @ucsd.edu address (to point it to your @eng.ucsd.edu address, for example), you can do this yourself here, or contact us at firstname.lastname@example.org (note that the self-service URL will only work from UC San Diego IP addresses or via the campus VPN). You may also choose to forward your email out of Google Apps by following the instructions here.
To summarize how account names, email addresses, and email aliases work at UC San Diego and in Engineering, consider the Jacobs School user “R. Daneel Olivaw”:
An overview of getting started with Google Apps in Engineering may be found here. Also available is a first steps introduction to Gmail for Google Apps users as well general documentation at the Google Apps Learning Center.
Apart from providing a robust and cost effective email service for Engineering, Google Apps encourages collaboration in our community (and beyond) via activities such as the sharing of calendars and documents. This kind of sharing is generally and most seamlessly done via the Google accounts of your collaborators (e.g., @eng.ucsd.edu versus @ucsd.edu).
If you have any questions about your account, Google Apps for Engineering, the notification email by which you received your login credentials, or if you have any difficulty logging in using the instructions above, please contact us at email@example.com.