Except for certain exceptions when using Google at IU Secure Storage, Google at IU is not acceptable for any institutional data classified as "critical." It is the responsibility of users to safeguard institutional data. By logging in, you are attesting to your knowledge of the policy on data and its recommended usage at IU.
Google at IU is under continual review as the service itself changes, and UITS will continue evaluation for revision and improvement to the IU implementation.
Important: While UITS endorses the use of Google apps, they can pose accessibility issues, and can take considerable time for individuals with disabilities to master. Therefore, it is best to offer additional options for completing course requirements.
Always use your Google at IU account for Indiana University coursework and other university business. Personal (free) non-IU Google accounts are not approved for institutional data. When working in Google apps, you can check the upper right to see which account you're logged into.
By default, unless you sign out, Google keeps you logged in, even if you close your browser; thus you could be logged into your personal account, even if you started from google.iu.edu. Consider adding a profile picture for each of your accounts to help differentiate between them.
Apps in Google at IU
The core Google apps available at IU are:
Gmail at IU: Student email service that works seamlessly with other Google at IU apps. See About Gmail at IU.
Google at IU My Drive: Allows you to share individual (not institutional) files and collaborate from any device, with unlimited space. Use Google Docs, Google Sheets, Google Slides, Google Forms, and Google Drawings to collaborate on class assignments, research, presentations, etc. See Store and share your individual files at IU.
By default, new files and folders created in Google My Drive are private and can be shared with specific people and groups. Other sharing options include Anyone at Indiana University with the link, Anyone at Indiana University, Anyone with the link, and Public on the web.
On September 13, 2021, Google applied a security update to Google Drive to make file sharing more secure. The update changed the links for some shared files and folders. Links for affected shared files were given new URLs that include resource keys. Collaborators who have not yet accessed an affected file that you shared prior to the update will now need the file's new link URL (containing the resource key) to access the file. Access to affected shared files did not change for any collaborators who accessed those files (prior to the update) or for those with direct access.
Google Drive for desktop: Desktop application that provides live access to your Google at IU My Drive content in the cloud through Windows Explorer and Mac Finder. Store, edit, and collaborate on files and folders associated with your Google at IU account without using up disk space on your computer. For more, see About Google Drive for desktop.
Google Calendar: Create a calendar that can be kept private, shared with others you select, or made public online. Public calendars can be embedded in other sites to advertise your events. UITS recommends these for use in conjunction with Google at IU groupspaces and for publishing public events, but not as personal calendars for faculty/staff.
Google Jamboard: Use your laptop, tablet, or mobile phone to whiteboard and collaborate with classmates and colleagues. Jamboard works best with touch-enabled devices. Jam sessions are automatically saved to Google My Drive, ready to be re-opened, edited, and downloaded in PDF format.
Google Sites: Tool for building simple web sites, allowing non-programmers to get a web site up and running quickly. Add interactive Google gadgets and services like calendars, lists, Google My Drive documents, charts, or maps to any page in the site. You can use Google Sites for many purposes, including individual or group class assignments, personal presentation portfolios, and informational web sites.
There are two versions of Google Sites, "classic" and "new". Classic Google Sites has more features, but the new Google Sites, which is still under development, has a much more modern look and feel. Because Google plans to retire classic Google Sites in early 2022, UITS recommends using new Google Sites unless you need features available only in classic Google Sites. For a detailed feature comparison, see the Google Sites Classic Comparison.
Google Groups: Create a group of individuals to add to a group forum or mailing list. Also, you can use Google Groups to manage member access to other Google resources (for example, sites, files and folders in Google My Drive, Google Calendar, etc.). For help with Google Groups, see Create, manage, and participate in Google Groups at IU.