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KUMail(Kyoto University Mail for Faculty and Staff) FAQ

Some features in Google products use your data to improve and personalize your user experience.

These smart features include:

Smart features can be enabled/disabled in your settings.

For Gmail、Chat、Meet:

  1. On your computer, go to gmail.com.
  2. Click Settings 設定 次に See all settings.
  3. In the "General" tab, scroll to "Smart features and personalization."
  4. To turn smart features on or off, check or uncheck the box.

See also:
Google in Europe: New settings for smart features and personalization in Gmail
https://blog.google/products/gmail/new-settings-smart-features-and-personalization-gmail/
Smart features & personalization controls in Gmail, Chat, Meet, and other Google services
https://support.google.com/mail/answer/10079371

If you want to make the composing window bigger or move it around,

To make it full screen by default, click ... (More options) > Default to full screen at the bottom right.

Also, clicking Compose while pressing Shift or Ctrl may also work for you:

  • Shift + Compose: Open in a new window (You can move it around freely.)
  • Ctrl + Compose: Open in a new tab (The window will be fixed.)

If you want to compose a reply side by side with the original message,

You can reply in a new window by following the steps below.

  1. Click Reply while pressing Shift to open a bigger reply window.
  2. At the top right, click the arrow icon while pressing Shift, and you will be able to move the window around.

Q. How can I make KUMail show the title, To, or Cc in a reply by default?

There is no option to change this behavior. If you use the web version of Gmail in basic HTML mode, the title, recipient, Cc, and original message are all visible by default. However, basic HTML mode doesn't support the following feature.

  • Chat
  • spell check
  • any keyboard shortcut
  • adding or importing contacts
  • changing your sender (From) address
  • rich-text format

Thus, we don't support using KUMail in basic HTML mode.

There's no way to find out why some of your messages are identified as spam since Google does not disclose what kind of criteria Gmail uses to detect spam due to security reasons,

However, you can still read those messages or prevent certain kinds of messages from being moved to Spam. Learn more on the user manual.

Gmail doesn't show you what time you receive the message after the date has changed.

You can use Gmail Show Time, a third-party Chrome extension to realize this feature. Please note, however, that we don't support any third-party extension or guarantee its security. If you'd like, use it at your own risk.

If you are seeing a "Temporary Error (502)" message when you try to sign in to the web version of Gmail, reload the page on your browser, and you should be able to log in to KUMail as usual.

When you've set up your email client using our multi-factor authentication, an authorization framework called OAuth keeps it working with KUMail even if you change your SPS-ID password.

When you change your password, be sure to revoke its access by following the steps described under Remove third-party account access in this article.

Please refer to the instruction manuals.

Download your data (Google Account Help)
https://support.google.com/accounts/answer/3024190?hl=en

※Note: Services which Google Workspace in Kyoto University does not offer will appear as options of download.

See this article on Google Account Help for instructions.

You can download any data you have on Google services available for your campus account. Though the unavailable apps also appear on the download page, you cannot download any data from those services.

Note: Your emails are exported in mbox format. To import mbox to Thunderbird, you can use ImportExportTools NG, a third-party addon to Thunderbird.

No. As we tested it, we found out that the recipient can experience garbled messages or disabled URL links with the confidential mode turned on. Therefore, this feature is turned off as of June 25, 2019.

When you link your mailing list addresses (including secondary group addresses) to your Gmail account, emails sent by another user in one of the mailing list can be labeled as Sent.

Please understand that this is part of the Gmail specification.

*Caution: Spoofed spam mails

When you receive a spam mail with its "From" spoofing as your address, it can also be labeled as Sent. Please forward any emails you find suspicious to the address below to share the information with all-campus database.

Our address for reporting targeted cyber threat:

Gmail doesn't have a direct way to reuse or resend sent messages. However, there are three alternative ways to make it possible:

1. Forwarding

The simplest way is to just forward the message, change "To" address accordingly, and delete the marking (---------- Forwarded message ---------).

2. Canned Responses (Templates)

Canned Responses make it possible to insert a set of sentences you use frequently. For details, please refer to the page linked below:

How to Set Up Canned Responses in Gmail (external link)

3. Create a message by clicking a URL link

You can also make use of a special URL to quickly compose your message. For details, please refer to the link below:

Instantly Compose New Emails in Gmail With This Bookmark Trick (external link)

4. Use 再送信メール作成機能 by Sateraito Office (Update: 2020/11/13)

This third-party Chrome extension enables you to reuse your sent messages. Read their terms of use carefully before you install it.

Note:

  • When you reuse a message that includes your account in Cc, your signature may duplicate.
  • Your KUMail address is chosen as a sender (From) address by default.
  • We don't support this software or guarantee its security. Please use it at your own risk.

*If we find another way to do the same thing, we will update this page as soon as possible.

Inbox

Unlimited.

Maximum size of an incoming message

Up to 50MB per one message.

Maximum size of an outgoing message

You can send up to 25 MB in attachments. If you have more than one attachment, they can't add up to more than 25 MB.

If your file is greater than 25 MB, Gmail automatically adds a Google Drive link in the email instead of including it as an attachment. Learn more about Google Drive attachment sharing settings.

(Cited from Send attachments with your Gmail message on Gmail Help)

Google Drive

Unlimited.

Related Pages:

Your message doesn't appear in your inbox if:

  • you include your address in To or Cc.
  • you send it to a mailing list that includes your address.

To prevent clutter, Gmail doesn't route messages that you send to your own alias (or to a group you belong to) to your inbox. You can find the message in Sent Mail or All Mail. (Cited from Gmail Help)

Only if you add the mailing list to your Gmail account and treat it as your alias does the messages sent to your group show up in your inbox. For more information, see:

For your information, Gmail treats duplicate emails as one message. See also:

When you type in recipients of your email, Gmail suggests its recipients (To/Cc/Bcc) from those added to Google Contacts.

All faculty, staff, and secondary groups are already added to your Contacts. If you add someone you frequently communicate with to Contacts, Gmail will be more likely to suggest that person.

Moreover, Gmail automatically adds someone you contact for the first time by default, making people you emailed more likely to appear in the suggestions.

1. Search your mailbox in the web version of Gmail

Gmail can search for your messages very quickly. Try searching by their title or sender.

2. Open Spam label

The message you are looking for may be identified as spam and sent to the Spam label.

Messages sent to Spam stays there for 30 days until they are automatically deleted. Make sure to open Spam regularly so that you won't miss any authentic emails.

See also:

Secondary groups (***@mail2.adm.kyoto-u.ac.jp) are powered by Google Groups.

When you send an email from a Google Group address and it bounces on its way, you cannot receive a bounce message (*1).

*1 A bounce message is an automated message from an email system, informing the sender of a previous message that the message has not been delivered or some other delivery problem occurred.

You CAN receive a bounce message:

  • when you sent an email from a Google Group address on the web version of KUMail (Gmail)
  • when you sent an email from a Google Group address with your email client via Google's SMTP server
  • when you sent an email from a system and set a personal (individual) email address for the envelope sender (*2)

You CANNOT receive a bounce message:

  • when you sent an email from a Google Group address with your email client via a non-Google STMP server
    Workaround: Specify a Google server for SMTP.
  • when you sent an email from a system and set your group address for the envelope sender (*2)
    Workaround: Contact the system admin and ask them to change the envelope sender.

*2 An envelope sender is where computers should respond in the case of bounce messages or errors, whereas a sender (From) address is where people should respond. It is usually specified by Return-Path in the email header.

Related article

Groups administrator FAQ (Google Workspace Admin Help)
Under "Are there any types of messages I can't send to a group?", Google says "You can't send or forward non-delivery receipts (NDRs), also called "bounce messages", to a group. Messages that resemble NDRs are also not permitted."

At Kyoto University, we have two domains to maintain KUMail and the groupware system: kyoto-u.ac.jp and mail2.adm.kyoto-u.ac.jp.

If you already sign up for Google services for general users, like YouTube and Google Calendar, with an email address under those domains, there are two conflicting accounts for our campus Google Workspace and personal Google services with the exact same address.

In such cases, when you try to sign in to your personal Gmail, you will be required to deal with the conflict. See this manual (available only in Japanese) or this article on Google Workspace Admin Help for instructions.

When you have trouble resolving the conflict

Update: 2019/02/21

When you try to get rid of a conflicting account, you may be stuck in the middle, only to see the Shibboleth authentication screen. In that case, follow the steps below.

1. Open a browser on which you've never signed in to KUMail. When you usually use IE, for example, try Firefox or Chrome to avoid being redirected to Shibboleth. If you don't have any other browser, delete cookies on your browser.

2. Go to https://www.google.com/gmail/ (Gmail for general users).

3. When you are asked to enter your email address, type in your KUMail address. After that, follow the manual above.

See: Add another sender address (From address) (Get Started with KUMail).

Note that these settings are required even if you only use KUMail with your email client.

If you are a department domain admin

Changing your sender address makes it more likely for your message to be judged as spoofing by the recipient's mail server. Please consider setting up SPF according to this notice.

Thunderbird sometimes doesn't download attachments completely, ending up with corrupt or wrong files.

By default, Thunderbird downloads attachments in chunks via IMAP and it doesn't download all of the chunks. You need to change the settings to force it to download attachments in a large chunk.

1) [Windows] Open Thunderbird, go to Tools > Options, and click Config Editor....

[macOS] Open Thunderbird, go to Preferences, select the General tab, and click Config Editor....

2) Click I accept the risk! (Required only when you open Config Editor for the first time)

3) Type mail.server.default.fetch_by_chunks in the Filter and double click on the item that shows up to make it false.

4) Close Config Editor.

Though KUMail (Gmail) doesn't have such a function, accessing a certain URL like https://mail.google.com/mail/?cc=CcAddress&bcc=BccAddress&view=cm will open a composing window with Cc and Bcc set by default.

When you use this URL, replace CcAddress/BccAddress with an actual Cc/Bcc address and bookmark it on your browser. If you need Cc or Bcc alone, leave out &bcc=BccAddress or cc=CcAddress.

They may have been automatically deleted.

Emails with a Trash or Spam label will be deleted after 30 days.

Your email client may have deleted them from the server.

If you connect to KUMail with an email client via POP3, some client software automatically will delete your messages from the Gmail server just after (or certain days after) it download them. Check the related settings in your client software.

[Microsoft Outlook] Open File > Info > Account Settings... and double click on your email address. Click More Settings, open the Advanced tab, and make sure the box next to Leave a copy of all messages on the server is checked.

[Mozilla Thunderbird] Open Tool > Account Settings. On the left side of the list, click Server Settings. Make sure the box next to Leave messages on server is checked.

Set up automatic forwarding on your browser. See here for instructions.

We are afraid that there is no such function available in KUMail.

Yes, here's how you can set up.

  1. On your computer, open your Gmail.
  2. 2. In the top right, click Settings設定.
  3. Scroll down to the Vacation responder section.
  4. Select Vacation responder on.
  5. Fill in the date range, subject, and message.
  6. Under your message, check the box if you only want your contacts to see your vacation reply.
  7. At the bottom of the page, click Save Changes.

Note: If you have a Gmail signature, it will be shown at the bottom of your vacation response.

See also: Out of office or vacation reply (Google Account Help)

https://support.google.com/mail/answer/25922?co=GENIE.Platform%3DDesktop&hl=en

Your KUMail address cannot be changed as it is automatically created based on the application from your department. If there is a spelling error, however, we can correct it. Contact us via email.

Email: support*iimc.kyoto-u.ac.jp (Replace * with @.)

When you access KUMail, you need to log in with your SPS-ID and the password. See Get Started with KUMail (Gmail) for more instructions.

If you forget your SPS-ID and the password, email us at support*iimc.kyoto-u.ac.jp. (Replace * with @.)

You can see your KUMail address either in Gmail or in the groupware (Garoon).

In KUMail (Gmail)

Sign in to KUMail (Gmail) and click the university icon at the top right, and it will show you your KUMail address

In the groupware (Garoon)

Sign in to the groupware and click your account name at the top right to choose Account Settings.

Your KUMail address is displayed in the profile.

 

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