Google Workspace Education Plus - Student

Workspace for
Education Plus
Student version
All staff and students are invited.
CPD and merit point will be given.
Storage ROADSHOW
Workspace for Education Plus
http://bit.ly/utmdigitalcare
Organised by
S e s s i o n s f o r s t a f f S e s s i o n s f o r s t u d e n t
Session A1 Session A2 Session A3 Session B1 Session B2 Session B3
Ts. Mohammed Mr. Mohd Zainudin Mr. Mohd Zahari Mrs. Aslinda binti Mrs. Aruslin binti Mrs. Diniha binti
bin Mohd Hasni bin Abd Karim bin Zainal Abidin Mohamed Aris Abdullah Miskam
14th June 2022 16th June 2022 21st June 2022 15th June 2022 20th June 2022 22nd June 2022
10.00 am 10.00 am 10.00 am 10.00 am 10.00 am 10.00 am
Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia 2

eMail : digitalcare@utm.my | Phone No : 07-5532136 / 019-7700 688 (JB) / 03 2615 4440 KL)
ROADSHOW CONTENT
Background
 Google’s operation changed due to the

Covid-19 strike.
 Google Workspace for Education combined multiple software (Gmail,
 Implement a paid Google Workspace
Google Calander, Google Drive, Google Collaboration Tools (Docs, Sheets &
subscription package effective on 1st
Slides) dan Google Meet).
July 2022
 Free package with no storage limit given to all education institution.
 UTM started to subscribe Workspace for
Education Plus package.
Workspace
Google Workspace Google workspaceWorkspace
for Educationfor
Plus
Education Plus
2015 2016 2017 2018 2019 2020 2021 2022 until 4 years
JULY
2015 2022
4
WHY? Workspace for Education Plus
Study on Chosen Email Services among Public Universities 11/12
universities
No Public University Email Services choose
1 Universiti Malaysia Kelantan (UMK) Google
2 Universiti Malaysia Terengganu (UMT) Google
3 Universiti Teknologi MARA (UiTM) Google
4 Universiti Malaysia Perlis (UniMAP) Google
5 Universiti Sains Islam Malaysia (USIM) Microsoft Outlook ( Live Account )
6 Universiti Tun Hussein Onn (UTHM) Google
7 Universiti Malaysia Sabah (UMS) Google
8 Universiti Putra Malaysia (UPM) Google
9 Universiti Malaysia Pahang (UMP) Google
10 Universiti Kebangsaan Malaysia (UKM) Google
11 Universiti Teknologi Malaysia (UTM) Google
12 Universiti Sultan Zainal Abidin (UniSZA) Google
5
Workspace for Education Plus
Quota system Termination of email
according to user Staff - one year after the end of service date.
category Students - 6 months after the
ENSURE HIGH (staff/students) convocation date.
AVAILABILITY OF
EMAIL SERVICES *Approved by UTM Management Committee (Meeting No. 8/2022 26 April
AND DATA 2022)
SECURITY
FEATURES
Education Fundamentals Features Education Plus

100TB Pooled Cloud Storage. Storage 15 GB perstudent account
N/A Security Centre Prevent threats and automate monitoring
100 Participants only Google Meet 500 Participants
Until 9 Jan 2022 Recordings Available
N/A Polling & QA Available
N/A Breakout Rooms Available
N/A Attendance Tracking Available
N/A Noise Cancelation Available
6
Storage space usage among student ( As of December 2021)
Current Storage Utilisation (graduate. utm.my) 380 TB
How to
achieve?
15 GB
perstudent
account!
Desired Storage 100 TB

7
A new Google storage capacity limit will be imposed for
each user .
o Student - 15 GB
Google storage space covers Gmail, Google Drive and

Google Photos.
Storage
IMPORTANT!
Perform housekeeping for your emails, files and
photos in your Google storage to ensure that it meets
below the given storage limit.
If your account still exceeds its storage limit,

Sending Receiving Email
Attachment
8
Organise your Google Photos. Check your current Google storage status at
4 1
 Backup your photos which is linked with drive.google.com/settings/storage
your @graduate.utm.my account to a local
drive.
 Turn off Backup and syn Google Photos What should
you do ?
linked to your @graduate.utm.my account.
REDUCE YOUR
Storage
Manage your Google Drive files. Cleanup your Gmail.

3 2
 Remove any unwanted files.  Delete old and unnecessary emails.
 Move files to your local drive.
9
Reduce Storage
1. Delete all email from mailing list (xx-group@graduate.utm.my)
2. In case a file is accidently deleted, you can recover it through https://bit.ly/findrecoverhelp.
3. How to delete bulk emails in Gmail all at once
Alternative Storage
TIPS
TIPS 1. Backup email to email clients using POP (e.g Thunderbird)
 How to set up POP in Gmail
 How to install Mozilla Thunderbird and set up your existing email account
2. How to transfer your email and Google Drive files to another Google Account
3. How to transfer from Google Drive to One Drive
4. How to transfer from Google Drive to One Drive using Google Takeout
5. Upgrade your personal account to Google One
6. How to turn off auto sync/ backup
10
QUICK
GUIDE Workspace for
Education Plus
How to delete bulk emails in Gmail all at once.
1. Access your Gmail.

2. In the Search Box at the top, enter what you'd like to find.
*Recommendation: Delete all emails associated with mailing
groups ( e.g: Subject: allstudent-groups)
3. Press Enter. A list of emails will appear.
4. To further refine the search, use the search filter chips below the
Search Box or the search operators in the Search Box.
5. Tick the check box under the search bar to select all displayed
messages.
6. Click "Select all messages that match this search“
7. Click Delete. Confirm bulk action. Click OK.
8. Empty trash.
On the left side of the page,
click More > Scroll to Trash > To delete all messages in your trash,
click Empty Trash now. Confirm deleting messages. Click OK.
*Note:
Student can refer archive emails from mailing groups in your Google
Apps. Click on the Groups icon.
Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia

eMail : digitalcare@utm.my | Phone No : 07-5532136 / 019-7700 688 (JB) / 03 2615 4440 KL) | Webex : http://bit.ly/utmdigitalcare
QUICK
GUIDE Workspace for
Education Plus
How to set up POP in Gmail.
3
2. Click on the gear icon at the top and click on “See All Setting”.
3. Click on the tab “Forwarding and POP/IMAP “.
4. Change ENABLE POP status.

4
5. To configure your third-party email client, click on “Configurations
Instructions “ and follow the instructions. 5
More information at https://support.google.com/mail/answer/7104828?hl=en&visit_id=637907668133657947-2569970986&rd=1

QUICK
Workspace for
How to install Mozilla Thunderbird and
GUIDE Education Plus
set up your existing email account
1. Download the Mozilla Thunderbird email client from 8. Launch the Mozilla Thunderbird.
https://www.thunderbird.net
9. Right-click your email account and click “Setting” to access your
2. Click on the “Free Download” button. Save the Thunderbird setup
file to your computer when prompted. After it finished downloading,
Account Settings.
open the file.
10. Click “Server Settings”.
3. Choose “Standard” for setup type.
11. Tick the box next to “Leave messages on server” and also tick the “Until
4. Next, click the “Install” button and then, click the “Finish” button. I delete them” as well.
5. When prompted to set up your existing email address, fill out your
name, UTM Official email account and password. 10
6. Choose “POP3” for available configuration options and click Done.
(Do not choose IMAP)
6
7. Click “Allow” for Thunderbird to access your Google account. 11
Finally, click “Finish” when your account is successfully created.

QUICK
Workspace for
How to transfer your current email and Google Drive
files to another Google Account.
2. Click on the “Google Apps “.
3. Click on the “ Account “.
4. Click Start transfer.
5. Fill in and follow the instructions.

4

QUICK
GUIDE Workspace for
Education Plus
How to transfer from Google Drive to One Drive
Transfer
1. Provided that you have live email account xxxx@live.utm.my.

2. Contact Digital Care for account confirmation.
3. Storage capacity 1 TB (eligible until 2024 depends on Ministry of Higher Education
subscription plan).
4. Download and install Google Drive and One Drive desktop version.
5. STEPS to transfer refer to https://support.microsoft.com/en-us/office/move-files-from-drive-
to-onedrive-for-business-91054781-1bdd-4d5d-9480-be09f6958387

QUICK
GUIDE Workspace for
Education Plus
4. Download and install Google Drive and One Drive desktop version.
 Access Google Drive

(cloud) setting and Get
Drive for Desktop.
1  Download Google Drive
Desktop version
(https://www.google.com/
drive/download/) 3
 Follow given instructions
until finish.
 Open your Desktop File

Explorer.
2  Click One Drive Icon and
setup OneDrive.
 Enter your live email
address and follow given Once successfully installed, both Google Drive and One
instruction until finish. Drive desktop version will be shown in your File
Explorer.

QUICK
Workspace for
using Google Takeout
1 Check your current storage used.

a. https://drive.google.com/drive/quota
b. https://drive.google.com/settings/storage

QUICK
Workspace for
using Google Takeout (cont.)
2 Create a new export using Google Takeout  You can select all files or choose specific file
 Access Google Takeout (Make sure you have
logged into Google account)
 Select essential data to include based on
Google products

QUICK
Workspace for
Setting your export by choosing file type, frequency &
3 destination
 Set delivery method, frequency and file type & size.
 Then click Create export button to proceed with the export
data.

QUICK
Workspace for
Receive your exported Google data Transfer your Google data to One Drive
4 5
 You will receive email once your Google data is ready  Download your Google Data.
to download.  Save your downloaded data into OneDrive folder.

QUICK
GUIDE Workspace for
Education Plus
How to upgrade your personal account to
WHAT IS IT?
1. https://one.google.com/about 2
2. https://one.google.com/about/plans
$ 1,237.55
Klik upgrade at Google One page at

https://one.google.com/about/plans Choose the Google One plan that’s right for you and follow the given instruction

QUICK
GUIDE Workspace for
Education Plus
How to turn off auto sync/ backup Google Photos
3
2
$ 1,237.55
Access Google Photos

settings from your Click Settings/ Back up and sync Turn off Back up and sync option.
smartphone.
 STEPS https://support.google.com/photos/answer/6193313?hl=en&co=GENIE.Platform%3DAndroid

Frequent Ask Question
Q
Q: Is school or faculty personal mail included in this activity?
A: No, it only involves the official email of UTM which is the @graduate.utm.my domain only (refer to the Circular of the Registrar's Office).
Q: What will happen on July 1, 2022, if the storage still exceeds 100 TB?
Q
A: Sending and receiving activities can occur. Attachments cannot be sent or read.
Q: What is the status of additional storage applications for individual?
Q
A: Still under discussion (not yet decided at the university level).
Q: Google Drive's current storage doesn't reflect the current amount?

A: Make sure the thrash is empty. Takes some time for google to update current storage. The actual amount can be checked at
Q https://drive.google.com/settings/storage.
23
Contact us for further assistance
Digital Care
Department of Digital Services ( . )
Universiti Teknologi Malaysia
digitalcare@utm.my
07-5532136 / 019-7700 688 (JB) / 03 2615 4440 (KL)
http://bit.ly/utmdigitalcare
24
25

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Workspace for

Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia 2

 Google’s operation changed due to the

Education Fundamentals Features Education Plus

Current Storage Utilisation (graduate. utm.my) 380 TB

Desired Storage 100 TB

Google storage space covers Gmail, Google Drive and

If your account still exceeds its storage limit,

Manage your Google Drive files. Cleanup your Gmail.

 Move files to your local drive.

1. Access your Gmail.

Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia

3. Click on the tab “Forwarding and POP/IMAP “.

4. Change ENABLE POP status.

More information at https://support.google.com/mail/answer/7104828?hl=en&visit_id=637907668133657947-2569970986&rd=1

Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia

Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia

2. Click on the “Google Apps “.

3. Click on the “ Account “.

4. Click Start transfer.

5. Fill in and follow the instructions.

Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia

1. Provided that you have live email account xxxx@live.utm.my.

Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia

 Access Google Drive

 Open your Desktop File

Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia

1 Check your current storage used.

Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia

Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia

Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia

Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia

Klik upgrade at Google One page at

Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia

Access Google Photos

Digital Care, Department of Digital Services (UTMDigital), Universiti Teknologi Malaysia

Q: What is the status of additional storage applications for individual?

Q: Google Drive's current storage doesn't reflect the current amount?

Universiti Teknologi Malaysia

07-5532136 / 019-7700 688 (JB) / 03 2615 4440 (KL)

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