Frequently Asked Questions




Please submit a ServiceNow Request to ITUS providing new staff information. In your request, provide the staff person’s name, Red ID number, room assignment, department assignment, and list any shared directories, documents or databases to be made accessible to the newly-assigned system login user ID.
 You should submit a ServiceNow Request to ITUS providing staff transfer or departure information.

Submit a ServiceNow Request instructing ITUS to disable the former employee’s login account and to revoke access to shared directories, files, and databases. Also to rebuild the PC for a new employee.

Note: The department is responsible for  following the separation and clearance process here:

  • PCs: Windows 10, 64-bit
  • Macs: MacOS 12 (Monterey) or 13 (Ventura)
Windows 10, and Mac OS 11, and higher.
For operating systems not supported by ITUS, the department must contract with an external technical support service, which provides vendor support on any computer running non-supported operating systems.

 ITUS will install software at the current version level, specified in the licensing agreement with SDSU. The following standard applications are licensed:

  • Adobe Acrobat DC
  • Microsoft Defender Antivirus
  • Internet Browser — Google Chrome
  • Internet Browser — Firefox
  • Microsoft 365 for Windows computers (physical and virtual)
  • Microsoft 365 Suite for Mac computers (physical)

You can direct users to the Remote Work Resources page to get all the relevant information about preparing for remote work. 

ITUS will also install non-standard applications purchased by the department. Please submit a ServiceNow request through the "Report a Problem" option and indicate the application version as well as the license keys.

ITUS will install and maintain the following non-standard applications:

  • BRIO
  • CRYSTAL Reports
  • Oracle Application Desktop Integrator (ADI)
  • Oracle for Windows NT
  • Oracle SQL*Net Tools
  • Secure CRT
  • Secure FX
  • Perceptive
  • Avigilon
  • Passport
  • Bluezone

You must submit a ServiceNow Service Request for installation of all non-standard software, including a justification or requirement for the installation. Your ITUS technician will need installation instructions, keys, license numbers, and the original installation media before the work can proceed.

Each purchase of a new PC or printer should stipulate warranty expectation on the department’s purchase order. Typically you should include a four-year warranty on parts with your order. On-site vendor support is not required. Check with Contract and Procurement Management for the current guidelines.


A new acquisition should be under a vendor’s warranty so the vendor will provide a replacement of a defective system, printer, and/or parts within the warranty period. It would be cost-prohibitive for ITUS to stock the necessary hardware components for the various types of printers, PCs, and laptops in the division’s inventory.

ITUS does keep a very limited number of hardware items on hand. If available, your technician will replace damaged parts with items from our ITUS hardware inventory, on the condition that the department agrees to purchase a replacement part to restock our inventory. Ask the technician to provide a price quote for the items used to repair your PC if the device is no longer under warranty.


ITUS will evaluate and attempt to fix a printer or PC not under warranty. When the warranty will no longer provide hardware replacement, the department must process a purchase order for any replacement parts required to complete the repair. ITUS will install the replacement components once the materials are received.

Should the cost of replacing parts in older equipment be prohibitive, the department is advised to purchase a newer model.


The MAC (Media Access Control) address is a unique value assigned to a network interface controller on your device. The IP address is a unique identifier for an internet connected device.


  1. Click the Start icon.
  2. Search for command prompt in the search bar and select the Command Prompt desktop app.
  3. Type ipconfig /all and press the enter key on your keyboard.
  4. For a wired connection look in the Ethernet adapter Ethernet section. For a wireless adapter, look in the Wireless LAN adapter Wi-Fi section.
  5. The MAC, or Physical, Address is located in the Physical Address field (xx-xx-xx-xx-xx-xx).
  6. The IP address is located in the IPv4 Address field (

macOS X

  1. Click on the apple icon located in the toolbar.
  2. Select System Preferences...
  3. Click on Network
  4. For a wired connection select the Ethernet option. For a wireless connection select the Wi-Fi option.
  5. Look for Status: Connected near the top of the window. There it will show the current IP address in the format of (
  6. To find the MAC address, click on Advanced…
  7. Click on the Hardware tab.
  8. The value for the MAC address is located in the MAC Address: field (xx:xx:xx:xx:xx:xx).

Additional information is available through their respective support pages at Windows and MacOS

General Google

Users can see and delete search data or opt-out of Google Workspace search history by following these steps: 

To enable or disable Google Workspace search history:

  1. Go to the My Activity page.
  2. Click Web & App Activity >..
  3. Click Turn off.

To delete your search activity:

  1. Go to the My Activity page.
  2. Under Search your activity Click Delete.
  3. Select an option and confirm your choice.

To learn more about Web & App Activity please visit Google Support

Single-Sign-On (SSO) offers the ability to authenticate once and access multiple applications with a single login. This will reduce the number of times you have to sign into applications and increase the security of your account.

Your credentials remain the same. Single Sign-On (SSO) is a session and user authentication service that permits a user to use one set of login credentials (e.g., name and password) to access multiple applications. 

Integrating Google Workspace with SDSUid is both convenient for you and a security best practice for SDSU. Once integrated, you will have multiple ways of accessing Google Workspace. You will still be able to go directly to, where, you will be redirected to to complete the sign-in process. Alternatively, once signed in to simply click the application tile that is labeled Google Workspace and you will be taken right into your Google Workspace account.

SDSU has implemented SDSUid with nearly 100 applications including BlackBoard, Zoom, and SharePoint. To find out more about SDSUid integrated applications please visit:

With this change, we will be adding new and easier ways to access Gmail and your Google Workspace Apps using any of the following links:

Login at

Login at

Login at

Login at

Login at

Here are the ITU​​S Best Practices with Google Google Workspace Apps:

Google Workspace Apps offers the best solution with built-in functionality for file management, calendar, email communication, and many other services.

Here are the core Google Apps for your school or department which offer great versatility with data, communication, and scheduling functionality:

Shared Drives (former Team Drives) – This is your best solution for sharing files in your department or workgroup. All files are owned by the Shared Drives members. No single person owns an individual file and when a member moves on, the files continue to exist in the Google Shared Drives with all permissions intact. The Shared Drives work areas are created by users granting access and permissions to the appropriate Shared Drives members.

Groups – Easy communication between members of a workgroup, project team, department, or other. Send an email to all members of a Google Group with one address, send an email as the Group and use it as a collaborative inbox. Replaces departmental accounts. The Google Group service is created by ITUS and managed by the user sponsors (Manager role).

Calendar Resource – Schedule meetings and events in an easily shared interface with the ability to integrate video meetings and other features. This feature is created by ITU​​S and managed by the user sponsors (Manager role).

There are many benefits of using the Google Workspace Apps to manage data, time, and information. Here are some examples:

  1. Reduce and Eliminate File Sharing Issues: When an employee leaves your department,  and the Google account is deactivated, all shared files disappear. With the Google Shared Drives storage, you eliminate tracing hundreds if not thousands of files that you need to recover. You also have the benefits of secure cloud-based storage that you can access from anywhere.
  2. Manage workgroup communications in a much easier way: Using Google Groups you can forget about yearly password reset, sponsor changes, etc. Google Groups are more than just another mailbox. They are a way to create mailing lists, share files, and more with just one email address.
  3. Calendar resource management: With Google Calendar you avoid the problems that personal calendars create. You have a shared interactive and versatile application that allows you to schedule events, keep track of them, share files, create/join video meetings and much more.

    Best practices for your school or department:


  1. Google Shared Drives for cloud workgroup file sharing/storage, My Drive for your personal cloud file storage. Avoid local drive storage of important work files.

  2. Google Groups for a mailing list, group file sharing using one email address.

  3. Calendar Resource for scheduling, sharing calendar events, video conferencing and time management.

** Helpful information links **

All Google Workspace Products!/

Shared Drives General Information

Shared Drives Cheat Sheet!/

Shared (Team) Drives Video:

Google Groups General Information!/

Google Groups Cheat Sheet!/

Google Calendar General Information!/

Google Calendar Cheat Sheet!/

Google Calendar Time Slots

If you are having problems please call the ITUS Help Desk at (619) 594-5261 or email us at [email protected]

Google Apps supports the following browsers.

  • Google Chrome
  • Internet Explorer
  • Edge
  • Mozilla Firefox
  • Apple Safari


The interface for both Google Apps Email and Google Calendar are available in over 50 languages. For a list of the available languages and instructions on how to set a different language, refer to the Gmail Help Center. ​

Yes. Under our agreement, SDSU owns the email and calendar data stored in Google. In addition, Google will not scan the Email or calendar data for advertising purposes.

All applicable current and future policies and procedures will apply to the Email when it is stored at Google.  Information Technology User Services (ITUS) will continue to be the point of contact for all legal requests for access to information stored by Google on behalf of SDSU.  It is important to remember that many of the state and federal regulations applicable to Email apply to university-related messages regardless of storage location, including personally owned computers and other mobile devices. This also includes messages forwarded to your personal accounts outside of the university.​

We have been looking at this issue for some time and believe Google has more than adequate procedures in place to protect our data.  Google is in use by millions of individuals, government entities, and dozens of universities with few issues.  The biggest risk with any Email service is the use of weak passwords and users responding to phishing attacks.  We will also be implementing stronger password requirements that will improve security.  Google will not scan our Email for commercial purposes.  

When you delete an email stored on a Google server, in some cases it will retain the deleted message for a short time in case you want to undo the deletion.  After that time, or if you set your options to immediately delete, the messages are considered irretrievable.  All organizations, including Google and SDSU, employ data backup procedures and store all records for a finite period before actual destruction to comply with legal requirements.  The restorations from the backups are generally not available without an order from a court. As mentioned above SDSU email stored on Google servers will be controlled by the University and subject to the same laws, policies, and procedures that govern current SDSU email.​

The Gmail interface offers three views: No Split, Horizontal Split and Vertical Split.  The Vertical Split view displays all of your messages similar to a traditional desktop mail client with the messages on the left pane and the message content on the right pane. To enable the preview pane go to your Gmail settings (gear icon) - Advanced - Preview Pane.

No.  Our agreement precludes advertising within Email for faculty, staff, and current students.

For desktop mail clients, your department IT will be your contact for support. Information Technology User Services (ITU​​S), supports campus Email ( for the web-based interface. We also manage the self-service password resets at In some cases, requests for technical assistance may be referred to Google for certain features that we don’t administer (e.g. special features of Email, calendar, and eventually the Google Apps).

Problems with desktop mail clients or additional support will be available to Faculty Emeritus by their former departments' IT staff. Existing Faculty Emeritus Email accounts will continue to be supported by the ITUS Help Desk and Google, but only for web-based issues.

 Yes, you have an alias added to your account. On the weekend of March 30th, 2018 accounts ending in were renamed to To ensure users that they would not lose any​ emails, the added alias allows users to receive any emails that are sent to their old addresses.

ITUS only supports the Gmail web interface. Contact your department IT support for email client issues.

Go to the Google Workspace Learning Center to learn about all of the Google Workspace Apps such as Gmail, Google Drive, Shared Drives, Google Calendar, and others.



When reporting phishing emails, you might receive a rejection/blocked email message. The message indicates that Google has already identified the email as malicious and taken action.
When you send a message to your own alias or any mailing list you subscribe to, Gmail automatically skips your inbox and archives the message to save you time and prevent clutter. The message will appear in your inbox if someone responds to it, or if there is an error delivering the message. If you'd like to view your message, you can find it in Sent Mail or All Mail
With Gmail, you can send and receive messages up to 25 MB in size. If you need to send a file that is larger than 25 MB, we recommend that you use Google Drive.​
If you're working in the web interface of SDSU/Gmail, the refresh rate is approximately every 2 to 5 minutes. If Gmail is idle, the refresh rate is approximately every 10 minutes.  If you are accessing your SDSU/Gmail through an Email client, you can also specify the refresh time in your software’s account settings.
No, this feature works only with a client email program installed on your computer.  ITUS only supports the Gmail web-based interface.
Instead of folders, Gmail has a "labels" feature. Labels are similar to folders, but are more powerful and flexible because you can add multiple labels to a message to categorize it in several ways. For details, see the Google Help Center. ​

If you've already created the label, select the message in your Inbox or open it, and then select a label in the Move to drop-down list at the top of your Mail window. If you haven't yet created the label you want, select Create new instead.

If you want to move a message to multiple labels at once, select the message in your Inbox or open it, and then select the labels in the Labels drop-down list at the top of your Mail window. Then click Archive.​

Yes, users can create new sub-labels from a drop-down menu or move existing labels below others in the “edit” label options.
Stars are a way to highlight messages. Assign stars to special conversations or messages in your Inbox, or use them as a visual reminder that you need to follow up on a message or conversation later. To quickly see all messages with a star, click Starred at the left of your Mail window. ​
If you either delete or archive a message, it's removed from your inbox. If you delete a message, it's placed in the Trash and then permanently removed from your Google Apps account after 30 days. On the other hand, if you archive a message, it's moved to All Mail (your archive), where you can easily find it in the future, using Google's powerful search feature.  Our SDSU guideline is to delete any business Email message when it no longer serves a university purpose.​
Messages remain in the Spam folder for 30 days. After that, Gmail permanently deletes them.​

To make sure that any messages you receive from a specific person outside our domain pass through the spam filter, create an email filter using the Never send it to Spam option:

  1. In Gmail, click Settings > Filters > Create a new filter.
  2. Enter the person's address in the From field, and then click Next Step.
  3. Select Never send it to spam, and then click Create Filter.​
Yes, in Gmail, you can set up your "vacation responder," which is similar to the "Out of Office" feature. For details, refer to the Google Help Center.
ITUS only supports the native Gmail web interface. ITUS does not support POP or email clients. If a mail client must be used, we recommend contacting your local department IT.

Our SDSU guideline is to delete any business Email message when it no longer serves a university purpose. To delete unwanted sent mail items:

  1. In Gmail, click the Sent label in the left-hand column.
  2. Select the checkbox on the subject line of any sent mail you wish to delete.
  3. Click the trashcan icon that appears at the top.​

Gmail automatically deletes any messages in your trash folder that are older than thirty days. If you would like to expedite this process and remove your deleted items immediately:

  1. In Gmail, click the Trash label in the left-hand column.
  2. To delete all messages, click Empty Trash at the top. To delete individual messages, select the checkbox on the subject line of any messages you wish to delete and click the Delete forever icon that appears at the top.

Report any suspicious emails to [email protected]

Faculty and Staff, if you believe your credentials have been compromised please call the ITU​​S Help Desk immediately (619-594-5261). If you cannot reach us (e.g. after hours, weekend, etc.), please go to and change your password there using your recovery options or contact your department IT.

For more information about phishing, please visit

Remember that all emails from SDSU have the ending domain address of or Be aware of emails impersonating SDSU email addresses from,,, etc.

Passwords are most frequently compromised by tricking users to give up credentials at a real-looking but scam website. This is known as Phishing and it is a very serious threat, this type of compromise could take complete control of your account and potentially install malware that can further compromise your device. 

You should assume that any unsolicited message asking for your SDSU email ID and/or password, SSN, or other sensitive information is part of a scam to gain unauthorized access to your account.

**Important Note: When reporting suspicious emails to [email protected],  you might receive a rejection/blocked email message. The message indicates that Google has already identified the email as malicious and taken action.**

Under no circumstances should you reply in any manner (direct email response, download a file or click on a link) to a suspicious email.

You can only view multiple mailboxes if you have mail delegation setup in your other mailboxes. As a mail delegate, you will be able to view the other mailboxes that granted you delegate access without having to type in the password for each one. You can view the other mailboxes after you set up delegation by going to the Google Account icon on the upper-right, clicking on your initial or image and a drop-down menu will show the accounts that you have (delegated) access to. A new tab will open for each mailbox that you select.

Delegation steps are at:

Note: The delegation can take 15-20 minutes (or longer) to propagate through Google.

If you open a browser window in private/incognito mode you can view your other mailbox as an alternative to delegation.

You can grant access to your Gmail account by adding a delegate. This person can read, send, and delete messages for you. Instructions on how to grant delegate access are at: ​​​

Note: The delegation can take 15-20 minutes (or longer) to propagate through Google.​​


To keep systems healthy and accounts safe, Google limits the number of Gmail messages users can send per day, and the number of recipients per message. You can learn more about specific limits (messages per day, recipients per message, etc) at the Google Workspace page for Gmail sending limits in Google Workspace


The Google Calendar Help is a great resource for all questions and is updated often. The Getting Started Guide is also a great resource for beginning Gmail users.
You can have multiple calendars in Google and share them (or not) differently. You can view other calendars on top of your own calendar and add things depending on the level of sharing others set up. You could have a private calendar you can turn on/off.
When creating an event, select More Options ​to edit the event details. In the event details window, select Rooms, and a list of the available conference rooms under each department will appear. ​
Campus resources are also available in Google Calendar. Next to the Other calendars section in the left pane, click on the “+” for the Add other calendars option. At the next screen, select Browse resources and review the resources from the list, and add them to your calendar by checking the box. The new resource calendar will appear and you can schedule an equipment reservation.
Yes, you can have multiple calendars per person (e.g. personal, class).​
orting and importing that you can explore on your own, or you can consult with your technical contact from your college. The ITUS Help Desk is unable to assist in any migration or issues related to the importation of data (e.g. data corruption, missed appointments, duplicate appointments, etc.). Additional information regarding calendar importing and exporting can be found in the Get started with Calendar Guide.​

To change the default time zone and other settings, follow these steps:

  1. Access Google Calendar.
  2. In the upper-right corner of the page, click Settings menu (gear icon), then Settings.
  3. In the General > Language and region section, select a language and region, and a different Time format if desired.
  4. In the General > Time zone section, select the appropriate time zone. 
  5. Changes will be automatically saved.

Yes, by default, Google Calendar displays a pop-up reminder 10 minutes before an event. You may change the reminder time by editing the settings for your calendar. You can also set up Email and SMS (text messaging) reminders by changing the notification settings.​

To receive event reminders, make sure your Calendar window is open and that you have turned on notifications in the notifications settings.​

Yes, you can view two time zones in Google Calendar. To add another time zone to your calendar view, click the Settings menu (gear icon), then Settings. Under General -> Time zone, make a selection under the Secondary time zone drop-down menu.​

Yes. In your invitation, under the ROOMS section on the right, search in the Room name, location, or resource field to find the desired resource. You can also browse the full list of resources available. To use some resources, the sponsor of the resource will need to share the resource with you.

Yes, you can book more than one room or resource for your event invitation.​

Yes, you can send meeting invitations to any Email address.​

You can turn notifications off, but by default, they are turned on. However, you can choose whether to have notifications be sent this way or as email notifications: 

  1. Access Google Calendar. 
  2. In the upper-right corner of the page, click Settings menu (gear icon), then Settings.
  3. Select the desired calendar on the left under Settings for my calendars or Settings for other calendars.
  4. Under Other notifications, choose either None or  Email in the drop-down menu to the right of the setting.


Yes, open the event details to see who has accepted your invitation.

The maximum number of invitees is usually between 100-300 for external guests.  You should be able to send invites to any number of guests within our domain.​

Yes, Google Calendar fully supports recurring meetings. To set one up, in your meeting invitation, select the Does not repeat drop-down menu, then choose the repeating pattern from the drop-down list.​

Yes, while editing the event, under Guests, click Mark optional (person icon) to make that attendee optional. ​

Yes. Open the event that you wish to edit, make your changes, and click Save. Google Calendar then asks you whether you want to apply your changes to just the selected event, all following events, or all events.​

Yes, Google Calendar has privacy settings. In the event details, click on Default visibility and select Private from the drop-down menu (under the suitcase section). With this setting, only those with Make changes to events access level or higher for your calendar can see the event and its details.  ​

Yes, you can attach files to a meeting invitation from either Google Drive or from your computer by clicking Add attachment (paperclip icon) in the event invite. You can also do this by adding links to documents in your Google Drive directory and sending them in a separate email. For example, you can create a document in Google Drive, and then add a link to it in your invitation. Or, you can upload many types of files (such as Microsoft 365 and PDF documents) to Google Drive. Google Drive generates a URL for the uploaded file, which you can then add to your invitation. Here are a few other ways to add file attachments to your meeting invitations:

  • Alternative 1: Schedule the meeting, and then send the attachment in a separate email message.
  • Alternative 2: Post the document on the intranet and add a link to a document in your meeting invitation.


Yes. If someone using Outlook sends you a meeting/appointment invitation that includes an attachment, you'll get the attachment in the email invitation and it will appear in the event on your calendar as well. ​

By default, your calendar is shared with everyone in your domain, and they can see your calendar's free/busy information only. However, you can turn off calendar sharing. If you share your calendar with everyone in your domain, you can specify whether they can see only free/busy information or all event details. You can also share your calendar with specific people and give them one of the following levels of access:

  • See only free/busy (hide details)
  • See all event details
  • Make changes to events
  • Make changes and manage sharing


Yes, if you want to access another employee's calendar, that person must give you permission by editing the Access permissions (in Settings) for that calendar.​

Yes, you can set up notifications for a shared calendar. However, by default, notifications are turned off. Here's how to turn them on:

  1. Access Google Calendar.
  2. In the upper-right corner of the page, click Settings menu (gear icon), then Settings.
  3. Go to Settings for other calendars. Under Event notifications, select Add Nofitication.
  4. Choose the desired settings.


Yes, you can hide the calendar by clicking on that calendar’s Options (three dots icon) in your list of calendars on the left of your calendar view. Select the Hide from list option.​

Not directly, however, there is an easy workaround. First, open the invitation and click Edit event. Next to the Going? drop-down menu, select Add note/guests and enter your new time proposal/comment. Select Done and then Save to display the proposal on the event. Note that this will cause all of those invited to view the note.

Yes, if the meeting host selected the option to allow guests to invite others. First, open the invitation and click Edit event. In the Add guests field under the Guests section, enter the email or name of the person you wish to forward the invite to. Google Calendar will ask you if you want to send an invitation to the new guest after pressing Save. The new guest will then always receive updates to the meeting from the host. Note that the meeting host is not notified by email that you invited/added another attendee, but will be notified once/if the new attendee accepts the invite.​

Yes. If someone outside your domain sends you an invitation from another type of calendar, you can typically accept the invitation from either Google Calendar or your email.

To add the SDSU holiday schedule to your Google calendar, first click Add other calendars (+ icon) on the left-hand side of the calendar screen. Select Browse resources. A list of Resources will be presented. Find (SDSU)-Holiday Schedule under the (SDSU) section, then select the checkbox to the right of the calendar name to subscribe to the calendar. ​


In your Gmail screen, click on the Google Apps tile in the upper right. From the drop-down menu of Google Apps, click Contacts.
Yes, you can access Google Apps contacts picker, which includes the Email addresses of all SDSU employees with accounts in Google Apps. It does not include faculty and staff using other domain names. To access the contacts picker when composing an email message click the To: link.​ You can then search for contacts in the pop-up windows. To choose a recipient, click on the checkbox to the left of their name.
Yes. Whenever you send an Email message to someone, the Google Apps contacts manager adds that person's Email address to your Suggested Contacts list. The next time you compose an email and use a previously typed Email address, Gmail will suggest and complete the address for you. Alternatively, you can access the contacts picker when composing an Email message by clicking the To: link.

Yes, you can create "contact groups" by accessing your Google Apps contacts picker and then creating a new label. Your label then appears in your personal contacts manager in Google Apps.

To create a new label, you will need to access the contacts picker:

  1. When composing an email message, click the To: link.​
  2. Search for one of the contacts you want to add to the label.
  3. Mark the checkbox to the left of the person's name.
  4. Once you have selected all the contacts you wish to add to a label, click on Manage labels.
  5. Select Create a label.
  6. Name the label and select Save.

To send an email message to the people under one of your labels:

  1. When composing an email message, click the To: link.
  2. On the top-right of the pop-up window, click on the My Contacts drop-down menu.
  3. Select the label you would like to see by clicking on it.
  4. Mark the Select All checkbox to select everyone under that label.
  5. Click on Insert at the bottom-right of the pop-up windows to insert the selected contacts to the recipients field.

Google Groups

Google Groups are available by request for SDSU Staff and Faculty. Below is an outline of the steps to become a Group sponsor:

  1. Request a Google Group account by submitting a ServiceNow request.
  2. Select Request a Service from the main screen,
  3. From the left sidebar, choose Communication and Collaboration
  4. Select Google Group, then select the red text Google Group Request on the top-right. Fill out the form and submit your request.
  5. When your group is created, you will receive confirmation and will be granted the role of Manager.
  6. Log into your SDSU Google account and access Google Groups from the Apps launcher icon or go to this Google Groups Login.
  7. Review and adjust the group configuration settings to meet your group needs.
  8. Invite new members. You can invite people by entering one email at a time from people you have emailed, or you can copy emails directly from a spreadsheet or existing account.
  9. Enjoy your new Google Group!

There are two access levels in Google Groups:

  1. A Manager is a person that is managing the group. The manager is responsible for all the necessary changes and for the general management of the group, including adding other users as managers or changing a group's sponsor (manager) if they are separating from the department. They are also responsible for modifying any group settings (e.g. allow access from anyone on the web). You can submit a ServiceNow request with the IT Division to request removing a Google group once it is no longer needed.
  2. A Member can determine how their own mail is received – as a digest, an abridged summary, as Email as soon as it is posted, or no Email at all. The name associated with the Email may also be changed. A member can unsubscribe at any time. Each member can modify these options by going to Manage membership settings while in a Google Group.  ​
  1. Sign in to
  2. Select Groups from the Apps launcher icon at the top-right.
  3. From the left-hand menu, click My Groups.
  4. Click on the group you would like to manage.
  5. Click on Group settings to access the group settings.

No, you must submit a SeviceNow request to the ITUS Help Desk for a group to be removed. The request must come from the sponsor of the group and include the reason why you want the group to be removed.​

Managers can only change the Group name and Description. Your Group email address cannot be changed. You can also add your group’s website if you have one.

To change or update any information:

  1. Click the Group settings button on your group's homepage.
  2. Under Information on the left side panel, click General.
  3. Update the desired fields and click Save.

Yes, you can directly add a person outside our domain ( to be part of your group. The Allow external users setting must be enabled.

  1. Click on Group settings on the left sidebar.
  2. Under General, make sure that Allow external members is turned On.
  3. Then, search for Who can post in the General section and choose Anyone on the web.

Remember that a [email protected]/[email protected] member cannot access the group's web page and must be directly added, not invited. If you are adding members from outside the organization, then you should always include a footer so that the member can unsubscribe.

Labels (aka contact groups) in Google Contacts are lists of email addresses that let users quickly enter multiple addresses at once in their email messages, meeting invitations, etcetera.

Although Google Groups are also lists of email addresses, they have their own group email address, so anyone with permission can send messages to that address. Also, users can share content -- such as Google documents and sites -- with group addresses. Lastly, unlike contact labels, Google Groups includes advanced features, such as discussion archives and moderation controls.​

When you send an Email to a group that you are a member of, Google doesn't send you a copy of the Email. This can make it appear to you as if the mail wasn't sent unless you are aware of this.​

You can subscribe to a group through our web interface or via email.

  1. Login to your Google Account and visit the group of your choice at
  2. You can find the available groups by using the search bar, or by clicking on All groups in the left-hand pane.
  3. Click the Join this group icon on the right-hand side of the page.
  4. To subscribe to a group via email, send an email to [Groupname][email protected] For example, if you wanted to join a group called Biology, you'd send an email to [email protected]

Note: For restricted-membership groups, the group owner will need to approve your subscription request before you can join. ​

Google Groups has a 25MB message limit. This includes the message body and the attachments. If there are multiple documents that need to be sent as attachments, consider putting files/documents within Google Drive or Google Shared drive and sharing a link to the document instead. ​

You can't send or forward non-delivery receipts (NDRs) -- also called "bounce messages" -- to a group. Messages that resemble NDRs are also not permitted.

You have the option of allowing people outside your domain to send messages to a group. If a malicious sender knows that group's address, members of the group might receive more spam. We strongly recommend that you carefully consider the options you choose for your group. ​

Yes, to fight spam and Email abuse, Google limits the number of messages you can send at once to external recipients. If you send a message to a group, each external member is counted as one recipient.

Learn more about Email sending limits

Learn more about best practices for sending a large amount of Email through Gmail ​

Yes, but participation is limited. You cannot access the groups’ interface for groups outside of our organization. However, as a member of a group outside of the organization, you will receive emails sent to the group and you will be able to send emails to the group email address.

Google Drive

Google Drive saves your documents, spreadsheets, and presentations to a secure, online storage facility eliminating the need to save it to your hard drive; and you can access your documents from any computer.

These are the documents, spreadsheets, presentations sizes you can store in Google Drive:

  • Documents: Up to 1.02 million characters. If you convert a text document to Google Docs format, it can be up to 50 MB.
  • Spreadsheets: Up to 5 million cells for spreadsheets that are created in or converted to Google Sheets.
  • Presentations: Up to 100 MB for presentations converted to Google Slides.
  • All other files: Up to 5 TB.

You can share your documents by checking the desired document and clicking on Share. You can share the document by giving permissions to View, Comment, or Edit.

  • View: People can view, but can’t change or share the file with others.
  • Comment: People can make comments and suggestions, but can’t change or share the file with others.
  • Edit: People can make changes, accept or reject suggestions, and share the file with others.

If you want the document, spreadsheet, or presentation to be open to the public, click Change next to Private – Only the people listed below can access. Select your desired visibility option and select Save.​

 Yes, these are the limits:

  • Up to 100 people can edit and comment at the same time.
  • More than 100 people can view a file, though it’s easier to publish the file and create a link.
  • You can share a file with up to 200 people or groups. If you need to share a file with more than 200 people, add them to a Google Group and share the file with the group.
  • If you share a folder with many people, it could take some time before everyone can use it.


Documents, spreadsheets, and presentations will show a circular icon on the upper-right of the open file with the first letter (or image) of the user that is also accessing the same file.

Google Drive scans a file for viruses before the file is downloaded or shared. If a virus is detected, users cannot convert the infected file to a Google Doc, Sheet, or Slide, and they'll receive a warning if they attempt these operations.

The owner can download the virus-infected file, but only after acknowledging the risk of doing so.  Users can still share the file with others, send the infected file via email, or change ownership of the file.

Only files smaller than 100 MB can be scanned for viruses. For larger files, a warning is displayed saying that the file can't be scanned.

You can upload and create documents, spreadsheets, and presentations; and you can share these by inviting others to edit or view your documents and spreadsheets. Google Workspace Apps allows you to create PDF, Word, Excel, and PowerPoint documents based on the existing Google Workspace formats (Docs, Sheets, Slides).


In general, spam is Unsolicited Commercial Email. This includes unwanted commercial or marketing information, advertisements, chain letters, pornographic messages, virus hoaxes, and fraudulent or deceptive messages. Detailed information about spam is provided by the FTC.

Spammers use many methods to harvest Email addresses including:

-Using robots to scan Web pages and extracting any Email addresses found

-Extracting Email addresses from open or insecure mailing lists

-Extracting Email addresses from USENET newsgroup postings

-Extracting Email addresses from online telephone directories

-Extracting Email addresses from the headers of chain letters

-Legitimate companies may sell your Email address to spammers

-Spammers may steal user account information from legitimate companies

Reduce public exposure of your Email address. Email addresses posted on Web pages can be harvested automatically by spammers.

Unless you are sure that you are dealing with a legitimate company, do not reply to spam or try to unsubscribe from their mailing list. Replying to spam will only confirm that your Email address is valid and more spam may be sent to your address.

Before submitting your Email address to a Web site, read the privacy policy. Some companies may sell your Email address. You may be able to opt-out of this provision.

Do not use your SDSU work Email address for personal Email. All personal use of your SDSU Email address must be minimal and incidental.

Do not subscribe to non-work-related mailing lists including daily horoscopes, jokes of the day, etc.

Report messages that you received that were not marked as spam by the mail server.​

Unfortunately, the anti-spam software can only score messages based on the text and headers of a message, not on picture content. Products do not currently exist that can tell the difference between normal pictures and pornographic ones. We are continually researching ways to minimize spam.

Unfortunately, every user has a different opinion of what spam is. Some users may want to receive certain commercial advertising. Also, since the spam filter is not perfect, there is a chance messages will be mislabeled. It is safer for each user to decide what to do with the messages that are labeled as spam.

Follow the instructions here to mark (or unmark) emails as spam. For assistance, contact the desktop IT support staff in your department or the ITUS Help Desk at x45261 for Gmail web based interface help.​

The anti-spam process is managed by Google, using your feedback. To report spam to Google, please follow the instructions here.

You can also quickly report a spam email by selecting it in the Gmail web interface and selecting the Report spam icon (octagon icon with an ! sign) at the top.

Virus Information

Gmail automatically scans every attachment when it's delivered to you, and again each time you open a message. Attachments you send are also scanned. Checking attachments for viruses protect our users and their information and prevent the spread of viruses.​
  • ​If a virus is found in an attachment you've received, our system will attempt to clean the file, so you can still access the information it contains. If the virus can't be removed from the file, you won't be able to download it.
  • If our system is unable to scan certain files, you'll see an error reading "Oops... the virus scanner has a problem right now." You'll have the option to try again later or to download at your own risk. Please note that if Gmail can't scan the contents of the file, we can't guarantee that it's safe to view.
  • If an attachment you're trying to send is infected with a virus, Gmail will display an error message to tell you, but it won't clean the file. To send the message without that attachment, click the link in that error message that says 'Remove attachment and send.'
  • If Gmail detects that the attachment you're trying to send is infected this might be an indication that your computer's hard drive is infected. Run your anti-virus software to scan your computer for viruses.

To help prevent the potential distribution of viruses, Gmail doesn't allow you to send or receive executable files (e.g. files ending in "exe") that could contain damaging executable code. In addition, Gmail does not allow you to send or receive files that are corrupted.

Gmail blocks the following file types:

"ade", "adp", "bat", "chm", "cmd", "com", "cpl", "exe",

"hta", "ins", "isp", "jse", "lib", "mde", "msc", "msp",

"mst", "pif", "scr", "sct", "shb", "sys", "vb", "vbe",

"vbs", "vxd", "wsc", "wsf", "wsh"

Gmail won't accept these types of files even if they are sent in a zipped (e.g. .zip, .tar, .tgz, .taz, .z, .gz, .rar) format. If this type of message is sent to your Gmail address, it is bounced back to the sender automatically.

 If you received a message from [email protected] indicating that you were the sender of a message you did not send, it is likely that your Email address was substituted by a virus on an infected system.

Some viruses have the capability to forge the From address. For example, the Klez worm attempts to send itself to Email addresses found in files on a victim's machine. It may also substitute these addresses to spoof the sender's address so that it appears to come from somewhere else.

We configure the anti-virus scanners to suppress notifications normally sent to the sender and recipient. However, if a new virus is created with this capability, it is possible that you will receive one of these messages. Please forward that message to [email protected] so that we can include it on our list.​

As always, we highly recommend that you run anti-virus software on your systems. Although we scan Email and for viruses, we cannot guarantee that all viruses will be caught. Your systems may become infected through other means as well. Please check with your department IT for recommendations on anti-virus software solutions.

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