Requesting, Modifying, or Deleting GAE (Google Auxiliary Email) Account


Article Description:

This article describes how to obtain and manage a GAE (Google Auxiliary Email) account.

Contents

Requesting a GAE Account

To request a GAE account, use this Service Catalog item. The Primary Owner of a GAE account must be an active VT employee.

For instructions on logging into a GAE account as an owner or delegate, see How do I check a Google Auxiliary Email (GAE) account?.

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Setting Up a GAE Account

Name Your GAE Account

By default, your GAE account will have the primary user’s first and last name, which somewhat defeats the purpose of a departmental or project account. To give the account a different name, edit the profile via Google+.

To do this:

  1. Log into your GAE account by following the instructions at How do I check a Google Auxiliary Email (GAE) account?.
  2. If prompted to add a recovery phone option:
    • If you want to add a recovery phone number now, click the Add a phone button, and follow the on-screen instructions to complete the process.
    • To skip adding a phone number, click the Done button.
  3. Once logged in, follow the instructions at the Google Change your Google Account name & other info help page.

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Set or Change Reply-to Address of GAE Account

To set or change the return email address where replies will be sent:

  1. Log into your GAE account by following the instructions at How do I check a Google Auxiliary Email (GAE) account?.
  2. Follow the instructions at the Google Send emails from a different address or alias help page.

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Editing / Modifying a GAE Account

Adding a Owner / Delegate to or Sharing a GAE Account

To share, delegate, or grant access to the email associated with a GAE account, follow the instructions at Google's Set up mail delegation page.

To share, delegate, or grant access to the email associated with a GAE calendar, follow the instructions at Google's Delegate calendar access page.

If recent changes are not reflected in the GAE account or GAE account access/delegation, please clear your cache before trying again or use Incognito/InPrivate browsing to confirm the issue.

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Modifying or Deleting a GAE Account

Transfer Ownership

If the primary GAE owner is unable to serve as such, he or she may request a transfer of ownership to a GAE delegate to maintain business continuity. The owner should submit an incident to 4Help at http://4help.vt.edu with the current and new owner’s VT Username and contact information, and any changes to delegates and email aliases.  4Help will then contact the current and new owner to coordinate the transfer, and send instructions for changing the GAE password via VT Account Manager to the new owner.

If the primary GAE owner is unable, through termination or infirmity, to make the request, the department head may request that the account be transferred to an active employee in his or her department, or request that the account be deleted.  These requests are routed to the deputy Chief Information Officer for approval, and then back to 4Help to follow up with the new primary owner if one is created.  If the account is deleted, the name becomes available for use as an alias or new GAE account.

For more information on GAE accounts, see the GAE (Google Auxiliary Email) Account service catalog item or contact 4Help by submitting an incident at http://4help.vt.edu.

Modify / Change / Delete Account

To request GAE configuration changes, deletion, or assistance, contact 4Help by submitting an incident to 4Help at http://4help.vt.edu.

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Renaming a GAE Account

GAE accounts are unable to be renamed. However, as the account's primary owner, you can create a new GAE account and then transfer everything from the old GAE account to the new GAE account.

  1. Request a GAE account with the new name.
  2. Once the new GAE account is created, transfer the contents out of the old GAE account into the new GAE account.
  3. Delete the old GAE account.

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