Google Workspace (Retiring at the end of 2025)
You may have also notices that your Google Drive is currently in a 'read-only' state, meaning you can no longer add new files to it - you can only access existing ones.
Click here to learn more and take any required actions to be prepared: https://go.unimelb.edu.au/em78.
Students have access to a wide range of Google's powerful Google Workspace apps, in addition to 5GB cloud storage in Google Drive. Access all Google Workspace apps via Gmail below (login with your @student.unimelb.edu.au address).
In Gmail, click the Apps button (top right) to view all apps.
From 18 December 2024, students can access their student email using Outlook.
Emails
5GB Cloud Storage
Hosted Websites
Video-conferencing
Word Processing
Presentations
Spreadsheets
Polls and Surveys
Gmail
UniMelb student email accounts are hosted on Google's secure cloud-based Gmail platform.
Students have a primary address (username@student.unimelb.edu.au) and an alias address, for privacy (typically firstname.lastname@student.unimelb.edu.au).
Google offers Gmail mobile apps for iOS and Android, or can be accessed online anywhere.
Access Gmail onlineGoogle Drive
Up to 5GB cloud file storage and synchronisation. Client apps available for macOS and Windows to keep local files backed up and synced across devices.
Access Google Drive onlineNeed more than 5GB cloud storage?
Some alternative options to Google Drive are:
- OneDrive
- Lecture Capture
You can find more information in this ask.unimelb FAQ.
Google Sites
Website and Wiki creation and hosting. Collaboratively create engaging, quality websites for your group, project or event. The sites look great on every screen, from desktop to smartphone. All without learning design or programming.
Access Google Sites onlineGoogle Docs
Fully online word processing platform, built with collaboration at its core. Allows document creation and editing from anywhere. Includes a wide variety of free templates. Import/export compatible with Microsoft Word.
Access Google Docs onlineGoogle Slides
Fully online presentation platform, built with collaboration at its core. Allows slide presentation creation and editing from anywhere. Includes a wide variety of free templates. Import/export compatible with Microsoft PowerPoint.
Access Google Slides onlineGoogle Forms
Fully online survey and poll platform. Allows form creation and editing from anywhere. Includes a wide variety of free templates.
Access Google Forms onlineGoogle Sheets
Fully online spreadsheet platform, built with collaboration at its core. Allows spreadsheet presentation creation and editing from anywhere. Includes a wide variety of free templates. Import/export compatible with Microsoft Excel.
Access Google Sheets onlineFrequently Asked Questions
Please note that the information in the FAQ section below is retained for archival purposes, as access to Google Workspace will be ‘read only’ starting from 18 December 2024.
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Please note that if you’re an existing student with a previously issued Google Workspace account, your email system has been migrated to Microsoft Outlook as of 18 December 2024. For more information, visit the Google Workspace to Microsoft 365 webpage.
my.unimelb (Student Portal) houses all important University services, including email, but you can access your Student email account directly via outlook.office.com.
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All students have two email addresses generated upon enrolment:
- Primary (username@student.unimelb.edu.au)
- Alias (e.g. initial.surname@student.unimelb.edu.au)
Both addresses receive emails to the same inbox. UniMelb systems have your Alias address on file, staff and other students will communicate with you through that address. This ensures your username is kept private.
You can adjust your default sending address by following the Google documentation. More information about Alias addresses is available on ask.UniMelb.
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Your student account will be deactivated within 3-12 months following completion of studies. This means that your access to the Google Workspace and Gmail will also be deactivated. It is advisable that you forward any important emails to your own personal email address.
You may consider to request an alumni address (firstname.lastname@alumni.unimelb.edu.au) to maintain your connection with the University. Register with the community to receive an Alumni address. Emails sent to Alumni addresses are forwarded to your nominated personal email address.
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Emails from your student account can be archived by either using Google's Takeout service or linking your account to an email client (eg. Microsoft Outlook, Apple Mail) and downloading the messages, prior to finishing your studies.
For instructions on linking your account to an email client, see Google's documentation.
Student emails can also be copied from your Student Gmail account into a personal Gmail account. See the Google documentation for more information.
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Your G Suite account (including student email) uses the same password synced across all your Uni services (e.g. Canvas LMS, my.UniMelb). This can be changed or reset your through Account Management.
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Account Verification Error on Smartphone/Email Client (UnlockCaptcha Process)
If you receive an authentication error during setup, you may need to reset your password. You can reset your password via this webpage: Account Management. If issue is still unresolved, use an UnlockCaptcha process to verify and unlock the account. The link to do this is as follows:
Note that Gmail accounts can become locked when accessed from an excessive amount of devices, for security reasons.
Timeout Errors
Try deleting your browser cache and cookies. (e.g. click here for instructions on Chrome). Alternatively, try using another web browser (e.g. Internet Explorer, Mozilla Firefox, Google Chrome).
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Unfortunately, Chrome syncing with a Student G-Suite account is disabled. If you’d like to sync your Chrome, please use a personal Google account.
See the Google documentation on enabling Chrome syncing.
Additional disabled features include, Google Chrome Extensions, Chrome Store, Google Groups, and YouTube.
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The inbuilt spam filter in Gmail is regarded as one of the best available, but this does not always stop malicious emails from reaching your inbox.
Increased caution is recommended with such emails, as they can aim to steal your electronic identity and use it to compromise your personal information, or access your computer system. Continue reading about unwanted emails.
If you would like to report emails that you are suspicious of, you can forward spam and suspected phishing emails to spam-report@unimelb.edu.au.
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All students have 5GB storage on Google Drive.
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The University will retain students' Google Workspace data for 15 months after course completion or withdrawal.
You have 12 months after course completion or withdrawal to download a copy of your Google Workspace data using Google Takeout. You will be sent 4 warning emails
After 12 months, you will lose access to your Google Workspace but your data will be retained. You will have 3 months to contact Student IT and request a copy of your Google Workspace data to be sent to a personal email address.
At the end of the 3 months, the Google Workspace data will be permanently deleted and will not be recoverable.
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No, your data will not be retained more than 15 months after course completion or withdrawal. If you return to study at the University of Melbourne and it has been more than 15 months since you last studied at the University, your account will use the same login details but not have any data.