UW-Madison Google Workspace - Hiding a UW-Madison Google Workspace account

If you are no longer using your UW-Madison Google Workspace account or if you have multiple accounts, you can request that an account be hidden from search results. See below for more information:


How can other UW-Madison Google Workspace users find me?

  • If you have a UW-Madison Google Workspace account, other UW-Madison Google Workspace users will be able to easily share content with you by searching for your name.

    Sharing


Why hide your account?

  • You have one account with multiple addresses (most common situation)

    • UW-Madison Google Workspace is configured to let others search for any of your email addresses associated with your account.  This makes it easier for collaborators to find you by your recognizable, published email address.  It doesn't matter which address they pick from the search results; they all resolve to your one account.

    • Unfortunately, there is no way to disable this behavior of showing all aliases for an account. 

    • Pro Tip: try setting a profile picture to allow others to easily understand that they found your account.

  • You have multiple accounts
      • If you have multiple accounts -- for example, bbadger@wisc.edu and bucky.badger@dept.wisc.edu -- other UW-Madison Google Workspace users who search for you by name may find more than one result.
      • If you would prefer that other UW-Madison Google Workspace users only saw one account displayed in the search results, you can request that your other account(s) be hidden from search results.
    • You are no longer using your account

      • If you are no longer using your UW-Madison Google Workspace account, you can discourage other UW-Madison Google Workspace users from sharing content with you by hiding your account from search results. Keep in mind that people will still be able to share content with your account by typing your full email address.


    How to hide your account

    If you would like to be hidden in the Global Address List (GAL), follow the steps below:

    1. Go to https://email.wisc.edu/admin and log in with your NetID credentials.
    2. Click on My Account > Google > Contact Sharing.

      WiscAdmin Navigation

    3. Click on Switch GAL Status.
    4. Done.

    Note: Your changes may take 10-15 minutes before it goes into affect and you are visible in the GAL.


    How to unhide your account

    If you would like to be visible in the Global Address List (GAL) so you can be added to Google Hangouts Meet or Google Hangouts Chat, follow the steps below:

    1. Go to https://email.wisc.edu/admin and log in with your NetID credentials.
    2. Click on My Account > Google > Contact Sharing.

      WiscAdmin Navigation

    3. Click on Switch GAL Status.
    4. Done.

    Note: Your changes may take 10-15 minutes before it goes into affect and you are visible in the GAL.



    Keywordsuw-madison google apps hide hidden accounts searches searching results deactivation deactivating netid leaving the university deleted deleting data ferpa multiple accounts email addresses wisc   Doc ID27074
    OwnerUW-Madison Google WorkspaceGroupUW Google Apps
    Created2012-10-29 13:09:12Updated2024-06-04 17:45:24
    SitesDoIT Help Desk, Google Apps, Systems & Network Control Center
    Feedback  1   0