Overview
The ARDC is using G Suite for Education - a set of cloud based productivity tools such as Gmail, Google Calendar, and Google Drive to drive communication and collaboration from within and without the organisation using the ardc.edu.au domain.
Walkthrough
Access your account via the following URL:
Enter your credentials:
You will also be prompted to change your password:
Read and accept the Google user agreement:
You will also be prompted for a recovery email address and phone number. While these fields are presently not mandatory, we highly recommend that you take the time to fill in these details just in case you'd like to reset your password and regain access to your account without Service Desk intervention. This can also be done at a later date.
You can now begin using your ARDC email address: @ardc.edu.au for sending and receiving emails.
Update your details
Once your account has been successfully set up, and you can send and receive emails from your ardc.edu.au address, please notify your contacts of your new email address and update any contact, subscription or membership details.
Google login
Users may also log in via the main Google URL:
Adding an ARDC calendar to your account
- Login to
ARDCaccount, access theAppsmenu, and select yourCalendar:
- You can add a colleague's calendar by entering their email address into the following field:
- You have now added your coworker's ARDC calendar; verify that you can see their events:
Sharing your previous calendar with your ARDC account
This is an optional but recommended step.
Most users will most likely have two (or more) Google accounts:
- '
Other' i.e. a private or domain managed Google account (a general Google account owned by you or one that's managed by an institution or company eg. Monash) - '
ARDC' Google account (described in the previous section)
The following recommendations should be done to minimise users missing out on calendar events and correspondence sent to your other account:
ShareyourotherGoogle calendar with yourARDCGoogle accountForwardall email from theotherGmail account to yourARDCGmail account
Assuming that you're currently in your other Google account:
- Login to your
ARDC Google account:
- Enter your
ARDCGoogleusername:
- You can now
switchbetween eitherARDCor theotheraccount by clicking theprofilebutton:
- Select your
otheraccount, access theAppsmenu, and select yourCalendar:
- Click your
primary calendarsettings icon and selectSettings and sharing:
- Share your calendar with your
ARDCGoogle account and hitSave:
- A notification will be sent to the
ARDCaccount.
Verify that the events from your
otheraccount now appears in yourARDCcalendar.
Congratulations! You have successfully shared your calendar and your
otherGoogle account to yourARDCGoogle account. If you require any assistance, please contact services@ardc.edu.au.
Preparation
Guide for Google accounts only
The scope of this guide only covers Google accounts and presently does not provide any instruction for other platforms such as Outlook 365 and other providers.
For more information, please visit the following section:
You can check multiple email accounts in a single Gmail account. You can choose from the following options:
Requirements
All Google accounts (e.g. Monash, NeCTAR, other Google) must have the following in place in order for forwarding or adding / importing of email accounts to succeed:
- First access your Monash / NeCTAR / other google account - and go to the account section:
- Select Sign-in & security:
- Scroll toward the bottom and check Allow less secure apps: ON
- Switch or log in to your
Monash/NecTAR/otherGmail account. Click thecogand thenSettings
- Enable POP and click save changes:
- Optional: If you are planning to add your email account to an
email clientsuch asOutlook,Mail, orThunderbird, then you should also enableIMAPas well.
Once these settings have been set, you may proceed with the desired configuration guides below.
- Let's set up
forwardingfrom yourotheraccount to yourARDCaccount. Switch to yourotheraccount. Click thecog,and thenSettings:
- Click
Forwarding and POP/IMAPandAdd a Forwarding Address:
- Enter your ARDC Google address and hit
Next:
- A
verification messagewill be sent to yourARDCGmail account. Let'sswitchover to yourARDCaccount:
- Open the
verification message,and click theverification link,and finally click confirm:
- From your
Otheraccount, set up your desired forwarding preferences to theARDCaccount:
Further reading:
Check emails from other accounts guide
- Switch or log in to your
ARDCGmail account. Click thecogand thenSettings
- Select
accounts, and then clickAdd a mail account
- Enter the details of the Google account that you wish to add:
- Enter the relevant credentials and uncheck indicated option in the image below:
- Optional: You will also be given the option of being able to send messages from the email address that you've just added to your ARDC account.
- Uncheck
Treat as an alias:
Enter the details as indicated and the relevant credentials for the address you will be sending as:
- A verification notification will be sent to the other google account. Once verified, you will be able to send from that address from within your ARDC account:
Further reading:
Check emails from other accounts guide
- Switch or log in to your
ARDCGmail account. Click thecog, and thenSettings
- Click
Import mail and contacts:
- Enter the
email addressthat you'd like toimport fromand then click continue:
- You will be asked to login or to select the desired account to
allowaccess to themigration app:
- You will be prompted to
consentto the migration app to access youremailsandcontactsfor migration to the ARDC account:
- Select your desired
import options:
- The time for migration of completion is dependent on the
volumeof messages and contacts within your source email account.
Further reading:
Check emails from other accounts guide
How to send as another email address from your ARDC account
- Switch or log in to your
ARDCGmail account. Click thecogand thenSettings - Select
Accounts and import, and then clickAdd another email address:
- Enter the address that you wish to send as, and then uncheck
Treat as an alias: Enter the details as indicated and the relevant credentials for the address you will be sending as:
- A verification notification will be sent to the other google account. Once verified, you will be able to send from that address from within your ARDC account:
Monash restrictions
Due to current Monash policy, users are unable to add their ARDC email addresses to their Monash Google account. Monash business and security policy dictates that email addresses can only be sent from domains that are under their administration - which ARDC is not.
ARDC account as a secondary identity
This guide also applies in the reverse - that is if you want to add your ARDC email address to another Google account instead. The SMTP details remain the same.
Gmail SMTP details
SMTP Server: smtp.gmail.com
Port: 587
Encryption: TLS
Google 2-step authentication
An ARDC targeted visual guide is in development. Users can follow the official Google guide to set up 2-factor authentication:
Accessing your Team Drives
Team Drive structure
Top-level folders
Subfolders
Restricted Team Drives
File naming conventions
Working with your files
Interaction with other internal systems
Help and feedback
Google groups
Google group emails that are in current use will be assessed and updated with @ardc.edu.au emails. There is a working group assigned to this task and relevant staff will be informed of any changes.
The intranet and various websites will be updated in due course with all new email addresses in use across the ARDC.
Backing up and restoring
ARDC Google Suite currently uses Google Vault to backup the following data:
It is important to note that users cannot access another user's data without authorisation from the senior management team.
The ARDC will be deploying Spanning Backup alongside Google Vault to provide redundancy as well as a self-serve portal for users to retrieve and export their own data without ARDC Services / Super admin intervention. Once this service is deployed for all users (over the next week or two), then a guide (or links to one) will follow.
Desktop and mobile email clients
An ARDC friendly guide for email client setup is in the works. In the meantime, please refer to the official Google guide to get you started.
