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UW-Madison Google Apps - FAQ

This article provides basic information regarding UW-Madison Google Apps.

How do I access my UW-Madison Google Apps account?

You can log in using your NetID and password at

Why should I use a UW-Madison Google Apps Account?

UW-Madison Google Apps is a protected space allowing users to share content and collaborate with others inside and outside of the university. You can use your address and NetID to access both the Google Apps suite as well as the additional consumer application Google has made available.

What is my account name?

Your UW-Madison Google Apps account uses your NetID as your account name (  Your other email addresses are also added to your account such that people who look you up by another address (e.g. will find your one account.

How do I share a file using UW-Madison Google Drive?

See: UW-Madison Google Apps - Sharing Files with Google Drive

How do I share a UW-Madison Google Site?

See: UW-Madison Google Apps - Sharing UW-Madison Google Sites

What’s the difference between a personal Google account and a UW-Madison Google Apps Account?

A personal Google account:

A UW Madison Google Apps Account:

  • A UW-Madison Google Account provides access to Drive (includes Documents, Spreadsheets, Presentations, and Forms), Sites, Hangouts, Groups, Calendar, Contacts, and Google+ and is administered by the University of Wisconsin-Madison.
  • A UW-Madison Google Account also provides additional license protection, ensuring an environment where you can collaborate and share while retaining rights to your intellectual property.
  • Sign into your UW-Madison Google Apps account to view your documents. If you are unable to access your account please contact the DoIT Help Desk at 608-264-HELP.

Further information

What are the implications of sharing content with members who do not have a UW-Madison Google Apps Account?

While sharing content with individuals outside of the university does not remove the protections of the UW-Madison Terms of Service, non-UW-Madison users may be subject to their own Terms of Service. Therefore, UW-Madison users should be confident that these users will safeguard the intellectual property.

Are there storage limits?

Google Drive has no quota limit other than a limit for an individual file size of 5 TB (yes, that's T as in 'tera').  The ability to sync data to your computer is limited by your local drive's capacity.

Where is the data stored (UW or Google servers)?

Data within Google Apps services is stored on Google's servers.  More information about how Google stores data is here: UW-Madison Google Apps - Privacy Policy and Terms of Service

Is the data backed up, can it be restored?

DoIT has the ability to restore accidentally deleted files for only Google Drive.  Please contact the Help Desk if you need data restored.

Otherwise, Google does not back up user data. It is up to the individual using Google Apps services to back up their own data.

Will Google access my data?

While the license agreement with Google forbids unauthorized access to data stored on Google's servers, if this is a concern then we recommend not storing data within the Google Apps service.

What happens to my UW-Madison Google Apps account when I leave the University?

When you are no longer eligible for a NetID (NetID - Eligibility Policy), your access to UW-Madison Google Apps will also end. A few days prior to your account being deactivated, you will receive an email notification. It is up to the individual user to make sure that they have downloaded all of the data they need from Google's servers to their own computer or external UW account. For information on exporting files, please see: UW-Madison Google Apps - Backing Up Data

I'm not using my UW-Madison Google Apps account. Can you delete it?

Without a legal order, UW-Madison Google Apps accounts will not be deleted prior to normal deactivation. This is intended to protect your data -- data in deleted accounts is unrecoverable. If you are no longer using your UW-Madison Google Apps account or you have multiple accounts, please see the following: UW-Madison Google Apps - Hiding a UW-Madison Google Apps account

Why a UW-Madison Google Apps service?

Google has made available a suite of applications for students, faculty and staff of higher education institutions. Many institutions have adopted Google Apps for their ease of use and collaboration features. The Google Apps suite includes common applications like Drive and Sites. Higher education Google Apps also give access to a broad range of consumer applications like Picasa (now transitioning to Google+) and YouTube.

Why did UW-Madison sign a license agreement with Google?

UW-Madison negotiated a terms of service agreement with Google to protect University intellectual property and individual privacy rights. Many students and staff were already using Google Apps with a personal account, which does not provide the level of protection that the university agreement does.

Which Google services and applications are included in a UW-Madison Google Apps Account?

A UW-Madison Google Account will have access to Drive (includes Documents, Spreadsheets, Presentations, and Forms), Sites, Hangouts, Groups, Calendar, Contacts, and Google+.

Additionally, Google provides access to its consumer applications like Picasa and YouTube through your UW-Madison account. You can view the list of consumer applications that are provided as a convenience to you, but please understand they NOT covered under the UW-Madison agreement.

Why are only some of Google's service and applications included in a UW-Madison Google Apps account?

Google applications and services are made available after a review by members of the campus community to determine their value and appropriateness for the university environment. Some applications like Gmail are currently unavailable due to policy and technical reasons.

Members of the campus community can make a request to include additional apps by opening a ticket with the Help Desk. The app will be reviewed by the Google Apps team when two or more requests have been submitted.

Why isn't Gmail included?

Google Mail is not being implemented at this time. As a result of the Administrative Excellence Email and Calendaring Consolidation project, the campus has decided to adopt Microsoft Office 365 as its email and calendaring solution.

Does a UW-Madison Google Apps account meet the requirements to host restricted information or sensitive information?

We recommend that Google Apps not be used for storing restricted information. Other sensitive information is likely ok if you limit who has access to the information. See also:

UW-Madison is offering a suite of applications through our service, which are not covered under our Google Apps for Higher Education license. What does it mean to me to use these applications for University business?

Google does offer additional applications through the UW-Madison Google Apps Service. These applications are personal and unique; however, they are not covered under the Google Apps for Education terms of service. Each of these applications has its own Google Terms of Services. Be aware that you (the user), not the University, are accepting these terms.

A list of Google Consumer Applications available to UW-Madison users can be found at UW-Madison Google Apps - List of Available Consumer Applications.

The Terms of Service of these Google commercial applications can be found at here. Because these Google commercial applications are not covered by the Google Apps for Education terms of service:

  • UW-Madison cannot assure users of these Google commercial applications where the data is stored
  • Users will be subject to the jurisdiction in the courts of California in any legal proceedings
  • Representation by UW-Madison Legal Services cannot be assumed

Guidelines for use of non-UW-Madison applications for instruction can be found at: Policies for Non-UW Apps for Instruction

Guidelines for use of non-UW-Madison applications for research can be fount at: Policies for Non-UW Apps for Research

See Also:

Keywords:google uw madison pilot info information FAQ frequently asked questions UW-Madison Google Docs apps drive blogger sites wisc   Doc ID:13687
Owner:Jesse T.Group:Google Apps
Created:2010-03-21 19:00 CDTUpdated:2015-10-02 11:59 CDT
Sites:DoIT Help Desk, Google Apps
Feedback:  5   4