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Email for students

FAQs on Google Apps for student E-mail

General questions about G Suite student email

  • Where can I find settings for IMAP or POP access?

    To access your student email through IMAP or POP, you do not log in using your UvA-net ID the way you do with standard web access. Instead, you enter your email address as your user name and a different password that you can set up in Google Apps. See the instructions below.  
    These are the settings as you need to enter them in your email programme or mobile device.

    IMAP

    - Server for incoming messages (IMAP); SSL is required for this.  
    ·         imap.gmail.com
    ·         Port: 993
    ·         SSL required? Yes

    - Server for outgoing messages (SMTP); TLS is required for this

    ·         smtp.gmail.com
    ·         Port: 465 or 587
    ·         SSL required? Yes
    ·         Authentication required? Yes
    ·         Use the same settings as for incoming email

    - Full name or display name: [your name]

    - Account name or user name: your full email address: firstname.surname@student.uva.nl

    - Email address: your full email address: firstname.surname@student.uva.nl

    - Password: The extra password you have set up in Google Apps consists of 16 characters: ABCDEFGHIJKLMNOP

    POP   
    - Server for incoming messages (POP); SSL is required for this

    ·         pop.gmail.com
    ·         Port: 995
    ·         SSL required? Yes

    - Server for outgoing messages (SMTP); TLS is required for this

    ·         smtp.gmail.com
    ·         Port: 465 or 587
    ·         SSL required? Yes
    ·         Authentication required? Yes
    ·         Use the same settings as for incoming email

    - Full name or display name: [your name]

    - Account name or user name: your full email address: firstname.surname@student.uva.nl

    - Email address: your full email address: firstname.surname@student.uva.nl 

    - Password: The extra password you have set up in Google Apps consists of 16 characters: ABCDEFGHIJKLMNOP

  • How do I download my email or transfer it to another account, like Gmail?

    You can use an email programme on your computer (such as Thunderbird or Outlook) to make an imap connection with G Suite to download your email. The downloaded emails can then be transferred to another email account (such as your Gmail or Hotmail account) through an imap connection using the same email programme. For instructions on how to make an imap connection with UvA G Suite, look under ‘Where can I find settings for IMAP or POP access’ in these FAQs. 

    Remember to also download the files in your Google Drive, if you have used it. For instructions on how to do this, please refer to the Google guides. This also applies to other data in your G Suite account (Contacts, Calendar, etc.)  

    PLEASE NOTE: These are only suggestions. We do not provide support in downloading or migrating email and other data to and from G Suite.

  • I can't find my fellow students in the address list. Where can I find them?

    The UvA address list is not available in G Suite for Education, which means you can’t search for email addresses in the general list of contacts. The email addresses you have added personally are available.

    The general address list is not available because of the risk of others sending unwanted email to students.

  • What to do if you can’t log into Qualtrics.com?

    To use the qualtrics.com research tool, you need to register using a valid UvA student email address. The only way to get a valid student email address in your own name is to register for UvA G Suite. If you have not done so already, see the instructions on how to register provided above. Please note that using G Suite has a number of added effects. For example, your student email address rather than your private email address will be displayed in the UvA address book and UvA teaching applications (such as Blackboard). We recommend that you familiarise yourself with the information provided on this site before registering for UvA G Suite. If you wish, you can have your email forwarded to your private email address. You can use the settings in G Suite to do this.

  • My G Suite email address is incorrect. What should I do?

    It may be that there a mistake in your G Suite email address. In this case, contact the ICT Service Desk and request an IDM change. They will create an alias email address and connect it to your incorrect email address. Your old emails will be remain accessible.

 

Questions about Studielink email address

  • How can I change my email address in Studielink?

    If you do not sign up for G Suite for UvA, the University will use the email address that you registered in Studielink as your correspondence address. If this is a UvA student email address you need to change it because otherwise the UvA will not be able to contact you. 

    Visit the  Studielink website to change the email address you have registered in Studielink.

  • What happens to my email and G Suite account if I’m no longer enrolled at the UvA?

    When you terminate your enrolment, your student email address and G Suite account will remain available for a period of three months. After that, your account and all its emails and documents will be deleted.  

    You can use that extension period to forward your emails to your new email address and transfer documents to a private Gmail account.  
    Once your mailbox has been deleted, emails will no longer reach you. Anyone emailing you at that address will receive a ‘user unknown’ error message from the mail server.

 

G Suite faults explained

  • I’ve been informed that my email account is being deleted, but I'm still enrolled. What should I do?

    Have you paid your application fee? If not, you need to transfer the amount owed. 

    If you have submitted all the forms and paid the application fee, but still receive a message saying your email account will be deleted, contact the Student Service Desk at Student Services. 

    Once your enrolment is sorted out, the expiry date for your email account will automatically be amended. No further action is required.

 

Questions about personal data, security and privacy

  • What personal data does the UvA make available to Google?

    For the purpose of creating your email address, the UvA will provide Google with the following information: 

    • First or given name
    • Surname
    • Your UvA email address and the UvA email aliases you have specified in UvA IDM.

    When automatically transferring your emails from the old UvA student email system to Google Apps, the details contained in the migrated emails are also provided to Google.

  • Where are my emails stored?

    Emails are stored in the network of Google data centres, accessible only to specific Google employees. These employees have no access to your email.

  • Does Google read my email on its servers?

    Your emails are yours alone, and you decide with whom you share your information and when it is deleted. Google employees have no access to your email. Exceptions to this rule can only be made in cases where the University asks Google to release certain data in connection with an incident, for example if a hacker abuses a student’s email address to send spam. 

    Google just supplies the G Suite for Education service. In order to guarantee the continuity of this service, Google does scan data for purposes of filtering spam, detecting viruses and malware and to increase the effectiveness of the search functionality (indexing). This takes place automatically, without employee intervention.

  • Will Google have access to my UvA-net ID and password?

    Google will not have any access to your UvA-net ID or password. The UvA student email login process is handled by SURFfederatie, which means that your login details remain within the UvA domain and are not passed on to Google.

  • Will UvA student email via Google be less secure?

    At Google, there are hundreds of specialists working around the clock to keep the systems secure. Google’s systems are also equipped with special Google security software. 

    State-of-the art equipment and software are used in order to keep the risk of breakdowns and security leaks as low as possible. As a result, using student email via Google is safe and secure.

  • Which agreements Privacy

    Google has the right to store the data present in UvA student email and G Suite for Education outside the European Economic Area (EEA). Google satisfies the Safe Harbor guidelines that have been agreed on between the EU and the United States, which relate to the sharing, deletion and dissemination of data of EU residents by companies in the US. The protection of personal data (i.e. privacy) remains safeguarded, in accordance with current Dutch and European legislation.

    Google Privacy Policy

    Google Privacy Principles

  • Data security

    G Suite has qualified for SAS70 type II certification since 2008. This certification is an independent quality label issued by an independent certification body that monitors various aspects of data storage security.