Google Services

FAQs regarding services provided by Google

Google account for Student
Cloud storage allocation for Google Workspace and Microsoft 365
How to Create a Group Email (Mailing List) in IIUM Gmail (Google Workspace)
Make your google account more secure
How to Turn on Google 2-Step Verification
How to Import a Calendar to Microsoft Outlook (IIUM Staff/Student Email)

Google account for Student

اتُه

Dear IIUM Students,

The Information Technology Division (ITD) would like to inform you that you can now start activating your Google Workspace for Education (GWFE) account to support your academic journey. With your GWFE account, you will have access to essential services like Gmail, Google Meet, and more.

Please refer to the infographic below for detailed steps on how to activate your account and start using these features immediately.

For any assistance or technical issues, feel free to contact the ITD Servicedesk at ext. 6666 or email servicedesk@iium.edu.my.

Thank you and enjoy the benefits of your GWFE account!

Cloud storage allocation for Google Workspace and Microsoft 365

We are delighted to share the latest developments on cloud storage allocation for Google Workspace and Microsoft 365.

Based on Mesyuarat MAPITA No. 1/2024 dated 5^th March 2024, Jabatan Digital Negara (JDN) (formerly known as MAMPU) has subscribed to Google Services under the Government Hybrid Cloud Initiative. This subscription is valid from 1^st March 2024 to 28^th February 2028 (4 years). Effective 1^st April 2024, students will receive 10GB under Google Workspace.

Furthermore, the Ministry of Higher Education (MOHE) has renewed the subscription to Microsoft 365, valid from 1^st August 2024 to 31^st July 2027 (3 years). However, the storage allocation remains unchanged, with students 5GB, effective 1^st April 2024 for Microsoft 365.

ITD acknowledges the need for additional storage capacity within the KCDIOM community. To address this, an email will be sent to KCDIOM administrators and IT coordinators, furnishing details about additional storage capacity for Microsoft 365 and Google Workspace by 25^th March 2024.

How to Create a Group Email (Mailing List) in IIUM Gmail (Google Workspace)

Since IIUM uses Google Workspace for Education, staff and students can create email groups (mailing lists) for easier communication. Here’s how:

For Students & Non-Admin Staff (Using Google Groups)

If you don’t have admin access, you can create an unofficial Google Group:

Go to Google Groups.
Click "Create Group".
Fill in:
- Group name (e.g., "MyClass2024").
- Group email (will end with @googlegroups.com).
- Set privacy:
  - Who can join/view/post (choose "Private" for restricted access).
Add Members:
- Manually enter IIUM emails (@iium.edu.my or @student.iium.edu.my).
Click "Create" → Members will get an invitation.

⚠️ Limitations:

@googlegroups.com addresses are not official IIUM emails.
Some IIUM systems may block external groups.

How to Use the Group Email

To send an email: Just address it to:
- Official IIUM group: group-name@iium.edu.my
- Google Group: group-name@googlegroups.com
Manage members: Edit via Google Admin Console (staff) or Google Groups (students).

Need Help?

IIUM IT Help Desk:
- ☎️ 03-6421 6666
- 📧 servicedesk@iium.edu.my
Walk-in Support: ITD Building, Gombak Campus

Note: Official IIUM groups must comply with university policies. Misuse may result in termination. 🚀

Make your google account more secure

How to Make Your Google Account More Secure

Follow these steps to enhance the security of your Google Account:

Step 1: Do a Security Checkup
🔗 Google Security Checkup

Add or update account recovery options
Turn on 2-Step Verification
Remove risky access to your data
Turn on screen lock on your devices

Step 2: Update Your Software

Keep your browser, operating system, and apps updated to prevent vulnerabilities.
Update your browser
Update your operating system
Update your apps

Step 3: Use Unique, Strong Passwords

Avoid using the same password on multiple sites.
Create a strong, unique password for each account.
Use a password manager to help manage your passwords securely.

Step 4: Remove Apps & Browser Extensions You Don’t Need

Install only necessary apps and trusted browser extensions.
Avoid installing apps or extensions from unknown sources.
Uninstall apps/extensions you no longer use to reduce risks.

Step 5: Protect Against Suspicious Messages & Content
🔗 Learn more

Be cautious of suspicious emails, text messages, phone calls, or web pages.
Avoid clicking on links or sharing personal information with untrusted sources.
Report suspicious messages to Google or relevant authorities.

For further ICT inquiries:
📞 Tel: 03-6421 6666 | 📱 WhatsApp: 016-9832415 | 📧 Email: servicedesk@iium.edu.my

How to Turn on Google 2-Step Verification

1.Go to Settings: Open a web browser, go to myaccount.google.com, and sign in to your Google Account.

2.Open Security: Click on Security (found in the left-hand menu on a computer, or in the top horizontal menu on a phone).

3.Find 2-Step Verification: Scroll down to the "How you sign in to Google" section. Click on 2-Step Verification and then click the blue Get Started button.

4.Choose your MFA method: Google will show you your options. Choose the one that works best for you:

● Google Prompts (Recommended): A simple "Is this you?" notification pops up on your phone. You just tap Yes.

● Authenticator App: You link an app like Google Authenticator or Authy, which generates a new 6-digit code every 30 seconds.

● Text Message (SMS): Google texts a 6-digit code to your phone number whenever you log in.

● Security Key: A physical USB or Bluetooth key you plug into your device to verify it's you.

Pick your preferred option, follow the quick setup prompts for it, and click Turn On.

⚠️ Important: After turning it on, make sure to scroll down to the bottom of that same page and click Backup codes. Print or write these down! If you ever lose your phone, these codes are the only way to avoid getting permanently locked out of your account.

How to Import a Calendar to Microsoft Outlook (IIUM Staff/Student Email)

You can import calendar events into Outlook (for IIUM email accounts) from ICS files, Google Calendar, or other email providers. Follow these steps:

Method 1: Import an ICS File (e.g., from Google Calendar)

Step 1: Export Calendar as ICS File

From Google Calendar:
- Go to Google Calendar.
- Click ⚙️ Settings → Export calendars.
- A .zip file containing .ics files will download.
From Other Calendars:
- Look for an "Export" or "Download as ICS" option.

Step 2: Import into Outlook

Open Outlook (Desktop App or Web).
Go to Calendar view.
Click Open Calendar → From File.
Select the .ics file you downloaded.
Choose the calendar to import into (e.g., your IIUM Outlook Calendar).
Click Import.

✅ Done! Events should now appear in your Outlook calendar.

Method 2: Sync Google Calendar with Outlook (Auto-Update)

Step 1: Get Google Calendar’s Private iCal Link

Go to Google Calendar.
Click ⚙️ Settings → Settings.
Under "Settings for my calendars", select the calendar you want to sync.
Scroll to "Integrate calendar" → Copy the "Secret address in iCal format" link.

Step 2: Add Google Calendar to Outlook

Open Outlook (Desktop or Web).
Go to Calendar → Right-click "Other Calendars" → Add Calendar → From Internet.
Paste the iCal link from Google.
Click OK.

✅ Synced! Google Calendar events will now auto-update in Outlook.

Method 3: Import from Another Outlook Account (e.g., Personal Email)

Open Outlook (Desktop App).
Go to File → Open & Export → Import/Export.
Select "Import from another program or file" → Next.
Choose "Outlook Data File (.pst)" → Next.
Browse and select the PST/ICS file → Next.
Select Calendar → Finish.

✅ Done! The imported events will appear in your IIUM Outlook Calendar.

Troubleshooting

❌ "Import Failed" Error?

Ensure the file is in .ics/.pst format.
Try Outlook Web (OWA) if the desktop app fails.

❌ Events Not Showing?

Check filters/views in Outlook.
Restart Outlook or re-import.