University of California, Riverside

RMail for Faculty

Frequently Asked Questions

General Questions

Why are most staff members using Office 365 and faculty are using Google? 

UCR Faculty have expressed interest in transitioning to Google, as this switch will allow greater collaboration with UCR students. UCR Staff have differing needs compared to faculty and students. There are advantages in keeping staff's existing email and collaboration environment within the Microsoft environment, with Office 365. 

How long do I get to keep my R'Mail account?

Your e-mail account is active so long as you are currently a faculty member. Emeritus faculty keep their e-mail account for life. For more information see the Staff Retiree Email site. 

What happens to my existing mail, folders, contacts, calendars, permissions, resources, tasks, & filters?

During the initial migration, email will be migrated for each user. Along with email, all folders will be migrated. When migrated, all folders will then be known as "Labels". Attachments 25MB and larger will not be migrated.  Other items that will be migrated along with your mail, will be each your primary calendar, contacts and folders (except Junk Mail and Deleted Items folders).  Items not being migrated will be resources, sub calendars, email filters and tasks. For more information and to help prepare, visit the Pre-migration Preparation page.

 How can I collaborate with others not using the same platform?

The suite of Google Docs, including Docs, Sheets, and Slides allow collaboration and document sharing across platforms. It is not necessary for a shared recipient to have a Google Account to view or edit documents, as long as the document link has been shared with the appropriate view/edit rights. 

Where can I find Google's FAQs and filter by App?

Google has it's own FAQ page where you can click on an App to get more information. 


Redirect for emails still going to Exchange

During the transition, some people's emails will not be going to R'Mail right away. A redirect will need to be set if your emails are still being sent to the Exchange server and you would like them to be redirected to R'Mail. A redirect rule needs to be put in place on OWA: Redirect Exchange Email to R'Mail

Can I login to my R'Mail account through the Gmail homepage?

Since your account is not a standard Google account you cannot login directly through the Gmail homepage.  You can login to your account by going to

Will my email address change?

No, your email address will stay the same.

How do I set my display name?

  • Click Settings at the top right
  • Click the Accounts tab
  • To the right of the email entry that you would like to change click Edit Info (You cannot edit your display name for your default address,  (This display name must match your official name on record.)
  • In the Name field enter your name as you would like it to appear.
  • Click Save Changes

How do I use my email aliases?

  • Click Settings at the top right
  • Click the Accounts tab
  • Click Add another email address you own
  • In the Name field enter your name as you would like it to appear
  • In the Email Address field enter your email address. 
  • Click Next Step
  • Click Send Verification and a verification email will be sent to your R'Mail account
  • Click the confirmation link in the verification email
  • Return to the Accounts tab
  • To the right of the address entry that you just added click make default

What is the difference between Folders and Labels? 

Folders on the Exchange Server will be migrated to R'Mail. Once in R'Mail, Folders will be known as Labels. The hierarchical structure of the folders to labels will remain the same. 

How do I forward e-mail?

If forwarding e-mail to another account is necessary, there are instructions available on the GMail site.

Should I use POP or IMAP?

IMAP works by keeping mail on the server. POP works by downloading your mail to your computer. What does this mean to me? Using POP to check mail will give you access to only new mail when you check mail from the web while away from your main computer. Once you check your mail and it is downloaded from the client, it is removed from the email server. Using IMAP to check your mail keeps all of your email and email folders on the server which can then be accessed via your email client or using the R'Mail interface through your web browser.


How do I set up the UCR Global Address Book?

Please see the configure your device section for instructions: MacMailOffice 2016 for Mac, Office 2016 for Windows


Colleagues are using Office 365, will I receive meeting invites?

Yes, you will receive the invites as email, where you can accept or decline the invite. The invite will automatically show on your Google calendar. You will not be able to see calendar information for those on Office 365. 

I need to book a resource (room), it is managed by staff, can I book it using the R'Mail calendar?

It will depend on whether that resource was added to R'Mail or Office 365. Please work with the resource delegate to make booking requests. Most resources have been added to the Office 365 calendar and therefore maintained in Office 365. When "reserved" in R'Mail, Office 365 will have no knowledge that it has been reserved and will show it is available.

Can I see calendar permissions for staff on Office 365?

No, R'mail users can only see calendar permissions for other R'mail users.  Office 365 users can only see calendar permissions for other Office 365 users.


What is Google Drive?

Google Drive is a file storage and synchronization service. It allows users to store files in the cloud, share files, and edit documents, spreadsheets, and presentations with collaborators.  Each Faculty member has unlimited storage with Google Drive.

Is there a Drive app for my Smartphone?

Yes, the iTunes store has the free Google Drive app.

How do I restore files? 

Google Drive requires admin recovery, and can happen up to 25 days from the day the trash is emptied. If you emptied your trash and need to recover a file that was previously in the trash, please email 


What is Google Docs, Sheets and Slides?

They are all productivity apps that let you create different kinds of online documents, work on them in real time with other people, and store them in your Google Drive online.

  • Google Docs - Google Docs is an online word processor that lets you create and format text documents and collaborate with other people in real time. 
  • Google Sheets - an online spreadsheet app that lets you create and format spreadsheets and simultaneously work with other people.
  • Google Slides - an online presentations app that allows you to show your work in a visual way.

Security and Privacy

What about my privacy? 

An independent auditor has examined the controls protecting the data in Google Tools (including logical security, privacy, Data Center security, etc.) and provided reasonable assurance that these controls are in place and operating effectively. 

Who has ownership?

Google has no ownership rights over content.

Does Google mine the data? 

Google has indicated that there will be no data mining of UCR data. 

Can I get more information about Google's policies for compliance?

Yes. You can view their Compliance page. 

How reliable is Google? 

You can read it on Google's Reliability page. 

Does Google have a Privacy Site with more information?

Yes! Please see Google Trust

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Department Information

Computing and Communications
Computing & Communications Bldg.

Tel: (951) 827-4741
Fax: (951) 827-4541