Email & Calendar Updates
Google announced in 2021 that unlimited storage is no longer available for education customers and will soon enforce a 100TB total storage limit. UNI responded to this announcement by purchasing Google Plus licensing for students, faculty, and staff which took our total storage allocation to 320TB for campus. Unfortunately, even with some voluntary cleanup by faculty and staff, our current storage use is 325TB and continues to rise. Action must be taken this year to keep us under the 320TB threshold that Google will impose on us in 2024.
Users of Google Workspace services at UNI will begin to see storage quotas applied to their individual Google accounts and Shared Drives in January 2023. Quotas will be applied in a way that business processes will not be disrupted. UNI Information Technology is required to set quotas on Google Shared Drives or Google will apply them for us. For users and departments that are well over potential storage quotas, UNI Information technology will reach out to discuss alternate storage options.
Please review this page for more information on storage quotas, alternate storage options, and UNI’s strategy to stay under Google imposed storage limits. For tips on how to reduce your Google storage, please see this article.
On the morning of Tuesday, January 12th, Information Technology will be implementing the Duo Multi-Factor Authentication (MFA) system for UNI's Google suite of tools, known as Google Workspace (formerly G Suite for Education). After this time, you will be required to use your Duo second factor (smart phone app, call to your UNI office phone, SMS text message, etc) to authenticate to UNI's Google Workspace tools.
Some other things to keep in mind:
- This change will only affect those who are already provisioned for Duo MFA. This will include UNI employees, student employees, and any students who need to provide direct deposit information for their financial aid award.
- Currently configured smart phones, tablets, and third-party email clients like Thunderbird should not be affected until the next time you need to enter your CatID username and password (this is typically once a year when it expires and you need to create a new one).
- You should be able to utilize the “remember me” check box at the bottom of any Duo prompt to be remembered for 30 days (this is browser and device specific).
- Google Drive File Stream, an application that might be installed on your UN-owned and managed computer, requires a specific workaround at this time in order to login and be able to get through the Duo MFA prompt. See THIS document for instructions on how to do that.
If you have questions about MFA, or have trouble navigating the Duo MFA prompts, you can visit mfa.uni.edu to find self help resources or submit a ticket using Service Hub by signing in to servicehub.uni.edu.
On October 12th, UNI will be transitioning Google Hangouts to Google’s Google Chat. Chat has a modern UI, rooms that support better team collaboration, bots to help you be more productive, and much more. Hangouts will be available to use through hangouts.google.com but will be unavailable later this year.
How do I get Google Chat? It's important to do the following before classic Hangout apps will stop working:
- Explore the new Web experience at chat.google.com
- Download the new mobile app for Android or iOS
- Download the new standalone desktop app if you've been using the classic Hangouts Chrome extension or app. You'll be able to access the desktop app from a prompt that will appear inside chat.google.com
- On October 12, if you use chat within Gmail it will transition from Hangouts to Google Chat.
Where do I find my old Hangout chats?
- You will be able to continue recent 1:1 direct messages from classic Hangouts in Google Chat, but group messages from classic Hangouts (including their history) will not be migrated to Google Chat.
- All previous chat history from classic Hangouts will be accessible in Gmail.
- The classic Hangouts web interface for chat, hangouts.google.com will remain available during this transition in case you need more time to access and move certain group conversations. Users cannot chat in classic Hangouts by visiting hangouts.google.com in a mobile browser.
- The classic Hangouts bot in Chat will also notify you of missed group messages from classic Hangouts.
What are the limitations of Chat?
- Group messages from classic Hangouts (including their history) will not be migrated to Chat. Users can still access these group messages in hangouts.google.com, for a limited period of time. If you have important group messages in classic Hangouts, we recommend that you recreate them as Rooms in the new Chat.
- Group direct messages and rooms that are started in the new Chat will not send messages to users who are still on the classic Hangouts apps.
Where do I go for help?
- G Suite Learning Center for more information about the new Chat
- Service Hub is ready to answer your questions
UNI G Suite Team