Using Google Apps Training

Using Google Apps

All students have a Google account provided and managed by the University, with 5 Terabytes of storage available to them. Faculty and Staff do not automatically have an account created for them. If a faculty or staff member calls then a request will need to be put in to have a Google Account created for them.

How to log into your student Google Account

  1. Using an up-to-date web browser such as Mozilla Firefox or Google Chrome go to the UTM Website
  2. Click on the three dots in the right-hand corner
  3. Click on MyUTMartin to log into your UT Martin Portal Account
  4. Once you are logged in, click on the link on the left-hand side that says “Google Apps”
    • If the user has multiple accounts on one computer. It will ask them to choose
      • Choose Account
  5. This will load the full dashboard for the user to choose from
    • Google Dashboard

How to share a file in Google Drive

  1. Log into your UT Martin Google Account
  2. Select Google Drive
  3. Click on the file you wish to share in your google drive.
  4. Then in the upper right hand corner click the icon with the person and the plus sign
    • Drive Controls
  5. Select the rights to the file you wish to create
    • Share settings

How to use Google Calendar

  1. Log into your UT Martin Google Drive Account
  2. Select Google Calendar
    1. Users can also get to their calendar from their Gmail account as well
  3. Once the calendar is loaded you can add meetings, invite others to share your calendar, and install add ons.
    1. Sharing a calendar
      1. On the left-hand side of the screen hover your mouse to the right of the calendar name you wish to share. Three vertical dots will appear click these
        • Calendar Share
      2. Select Settings and Sharing.
        1. This will pop open a menu that a user can adjust permissions on their calendar and add people to it.

Things to Remember when helping users

  • Sometimes users will call in saying, "It is automatically going to my gmail. I can't get it to switch"
    • Check their browser. If it is Google Chrome sometimes it will default going to a personal account that is signed into Chrome. To fix this, the user will need to swap accounts on Google's website.
  • UT Martin Google and Chromebooks
    • The user can NOT use their UT Martin account as their main account to log into their Chromebook.  They will need a personal account to log into the Chromebook. Once they are logged in, then they can use the browser to log into their UTM gmail.
  • G-Suite Error
    • This can happen from time to time if the user is trying to use multiple accounts on a mobile device. Have the user sign out of all accounts. Then re-add them to the apps one by one starting with the UT Martin
    • The same concept applies as the mobile apps. However, it is a bit rarer. Google suggests starting with clearing browser caches for all time. Then try logging in.
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