Google Workspace

Frequently Asked Questions

• Why do I have two student email addresses?

  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.

• Will my Workspace access be deactivated after I finish my studies?

  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.

• How can I save a copy of my student emails?

  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.

• How can I access my student emails without the student portal?

  my.unimelb houses all important University services, including email, but you can access your Student Gmail account directly via either of the following links:

  • https://webmail.student.unimelb.edu.au
  • https://mail.google.com/a/student.unimelb.edu.au
• How can I access my student email if I’m in a region where Gmail isn’t accessible?

  University email accounts are hosted and supported by Google Mail (Gmail), which is not accessible in some countries like China. If you are located in a region where Gmail is not accessible, you are unable to access Google's email service directly through my.unimelb or the Google App direct login page.

  To access your student email anywhere in the world, we recommend you forward your emails to another email account:

  1. Set up a personal email account that is enabled in your region (eg QQ Mail, Yahoo or Hotmail).
  2. Forward your University email to your personal account. Refer to this Google support page for more information on forwarding emails to another account.

• How can I change my Google Workspace password?

  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.

• Why am I seeing an Account Verification error?

  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:

  • http://www.google.com/a/student.unimelb.edu.au/UnlockCaptcha

  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).

• Why is Chrome unable to sync with my Workspace account?

  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 and YouTube.

• How do I handle spam/phishing emails?

  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.

• How much storage does my student Google Drive have?

  All students have 5GB storage on Google Drive.

• What will happen to my Google Workspace data after I finish my studies?

  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.

• Will my data be restored if I return to studies at the University?

  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.