Frequently Asked Questions - York University Specific

What is Google Apps at York?

Google Apps at York is the official name for the York University undergraduate suite of messaging and collaboration applications that Google provides as a web-based service. Apps such as Mail, Calendar and Documents can be accessed from any supported web browser on Internet connected devices.

Why Google Apps?

A 2011 student survey about information technology revealed that students wanted a more flexible, mobile service, with additional options than what was offered by the York-supported MyMail

e-mail service. In selecting Google, a pan-University committee examined and evaluated alternative service providers and conducted several consultations with students. Google's services

emerged as the best fit to enhance the experience for YorkU's students.

Google Apps


Key Benefits:

  • Lots of storage
    You have unlimited online storage for your email and files. You'll no longer need to worry about deleting messages or files to free up space.
  • Enhanced message organisation and retrieval
    With Google Apps at York, you'll spend less time managing folders and looking for messages. For example, you can add one or more tags, or "labels," to your messages to organise and storethem more efficiently. And with the Google-powered search feature, you can find messages quickly and easily.
  • Calendar and Calendar sharing
    Google Calendar lets you and your peers quickly and easily share your calendars with each other and specify the details you want to show.
  • Integrated Chat
    With the Google Handouts instant messaging application, you can instantly communicate with your peers right from the Email interface. In addition, all of your chats are automatically savedin your Email application, so you can always find them.
  • File storage and sharing
    With Google Drive, you can store just about any type of file, open them right in your web browser, and share them with others. No more email attachments...just send a link.
  • Real-time collaboration
    Using Google Docs, you can create documents, spreadsheets, and presentations, where you and your peers can view and edit them at the same time. You can still use your Microsoft Officeproducts as needed, but now you'll have more options for storing and collaborating on your documents.

Google Apps for Education will enable you to find new ways to communicate and collaborate, and you'll be able to take advantage of new releases and functionality as quickly as they become available.

How do I manually migrate Mymail content to Google Apps at York account?

Click on instructions on how to manually migrate Mymail content to Google Apps at York. Please note that the manual migration only moves email contents in the main INBOX. To move content on other folders such as Sent folder, you must first move the content into the Inbox folder, then migrate.

What will happen to my email address?

Your email address will change. Students will need to start using their new Google Apps at York email address that is in the form of "". To allow time for that change, email sent to their existing address will be automatically forwarded to their new Google Apps at York address until May 1, 2016. To avoid misaddressed email, it's important that students notify anyone using their existing address of this change prior to that date.

I already have a Gmail account. Why do I need another one?

The Google Apps at York service has a number of benefits either unavailable, or only at an additional cost, to those that are using personal gmail accounts. These include no advertisements, and unlimited storage for email and documents.

Also, your or account is your University student email account through which the University will communicate with you. University professors, teaching assistants, administrators and other students will easily recognize this email address.

Will all my existing email content be moved?

Yes, if you had signed up by April 17, 2015. All email from your existing account will be moved to your new Google Apps at York account. Your current account will be available for 30 days after the move to allow you to confirm that you have experienced a full and complete move to your new Google Apps at York account.

What happens to email sent to my, and account after I move to Google Apps at York?

Once you move to Google Apps at York, email sent to your, and email address will be forwarded to your new Google Apps at York account. This is the case for all undergrad students who have moved to Google Apps at York. Forwarding from the, and central mail account, will continue up to May 1, 2016; after this date, all forwarding will cease.

What if all my email did not move on my scheduled move date?

If after your scheduled move date to Google Apps at York you notice some of your email did not move to your new account, please contact

Will I be able to access my email on my phone?

Yes, you can easily synch your new account to a variety of mobile devices. See the Mobile Setup page for more information and tips on how to use Google Apps at York.

How long can I keep my Google Apps at York student account after I complete my studies with York?

Your Google Apps at York student account ( will remain active and accessible to you through Passport York until mid-October of the year you graduate or for as long as records reflect you as an active student with the Registrar’s Office. You will be given notice and provided ample time to forward yourself important emails, and make contacts aware of this change.

After careful consultation with students and alumni, it has been determined that a York University email account is not a valuable service to new graduates and alumni. Consequently, the alumni email service as of winter 2018-2019 is being discontinued.

For more information about computing accounts and Google Apps at York, visit (see lifecycle of computing accounts ).

I have Opted-Out, now I want to Opt-In?

Click on Opt-In. Please note that the email content in your current email account will not be moved automatically. You will have to manually move your email content after your Google Apps at York account has been created.