Calontir Email How To

Migration to GSuite and GMail

What is it?

Why is it?

Who is it for?

When will it happen?

Am I going to have to use a webmail program?

How do I Check Email?

How do I manage multiple offices?

What about an address book?

Who do I talk to if I have questions?

What to do when we get a new officer? What to do if we create a new office?

Which parts of Google Suite are we getting?

Transitioning To Calontir’s Gmail

What is My User Name?

Set Your Password

To reset your password, please follow these steps.

Logging in to Gmail for the first time.

Already a Gmail user?

 

Migration to GSuite and GMail

What is it?

In April 2018, the Kingdom of Calontir Webminister’s Office completed an agreement with Google to offer Google web based applications and services to Officers and other members of Calontir. This primarily includes Gmail and Google Drive with its associated storage and office apps (Docs, Sheets, Forms, et al), but also Google Groups and other tools. On February 11th, 2019, all calontir.org email addresses were migrated over to be hosted by GMail.

 

Why is it?

Google’s products have substantial improvements over the previously supported applications and services offered by the Calontir Webminister’s Office. Google has world class spam filters, mobile friendly native and web apps, search capabilities, and collaboration tools. Applications like Google Forms, Drive, and Google Groups expand on the breadth of services the Calontir Webminister’s Office is able to support, and Gmail removes many of the hurdles and hassles to every officer using the Calontir provided email service.

 

Who is it for?

Anyone in the Calontir with an SCA membership who has held, is holding, or will be holding an office.

 

When will it happen?

It’s already happened! All Kingdom Offices have at this time been migrated over and are happily using the new system. If there are questions or issues with your use of the system, please send an email to webminster@calontir.org.

 

Am I going to have to use a webmail program?

No. There are many native applications that work with Google’s Gmail system. Early testing has shown compatibility with a wide array of desktop and mobile native clients. We believe you should find an option that works well for you.

 

How do I Check Email?

Logging on to your Calontir account will be much the same as logging into any Google based system. If you are unfamiliar with this, there are many sources of documentation online, such as at httpss://www.wikihow.com/Log-In-to-Gmail . Please note that when logging in to any Google login, you will need to enter your full Calontir.org address account password.

 

How do I manage multiple offices?

To combine two or more officer gmail accounts, please see this document: How to combine all your email accounts into one gmail account. If you are replying to an email sent to one of the officer addresses it will automatically pick that up in the reply AFTER you go through the instructions in this document: ‘Setting your From: Address’

Additionally, if you hold multiple offices, we recommend using automatic labeling to label each incoming and outgoing email message with a label relevant to the office. These labels can be useful for sorting, searching, and managing email, and also for sharing relevant emails with successors to the office. Webministry is creating additional documentation and support videos on how to use labels.

 

What about an address book?

Members and offices added to the system, are added to a directory. Since much of the officer email is based around emailing other officers within the kingdom, it should be easy to search the directory or start typing an address and have it fill in automatically. So far this is only available using the GMail interface, but we are working on opening this up to other Email clients.

 

Who do I talk to if I have questions?

Questions can be sent to webminister@calontir.org.

 

What to do when we get a new officer? What to do if we create a new office?

Contact webminister@calontir.org to get started.

 

Which parts of Google Suite are we getting?

The full slate of services provided and supported is still an open conversation. However, all members will be able to access Mail, Forms, Docs, Sheets, Slides, Drive, Keep, Hangouts, Meet, and Groups.

 

Transitioning To Calontir’s Gmail

What is My User Name?

Your user name is youroffice@calontir.org. To log in to any of the new Calontir services, you will need this address. Each office will have a separate e-mail. For example, if you are the Kingdom Webminister AND the White Hawk herald, you will need to sign into each office e-mail separately. (Webminster@calontir.org and whitehawk@calontir.org)

 

Set Your Password

If you have not already done so, you will need to reset your password to one of your choosing. This typically only needs to happen when you first receive your new account. Subsequent migrations do not require additional password resets.

 

To reset your password, please follow these steps.

You can go to gmail.com and click the “I forgot my password” link.

  • Enter your recovery email address and click the “Change” button. Do not enter your calontir.org account name – your recovery email address is the personal/private address you provided when your account was created. (If you don’t know your recovery address or no longer have access to it, you will need to ask the Kingdom webminister to update your recovery email address, or reset your password manually. You can contact the webminister here.)
  • Look for a message titled “[youroffice@calontir.org] Password recovery link” in your recovery account and verify that the email address is correct, then click the link it contains. (This link is only valid for one hour; if you wait more than an hour you will need to start again from the beginning.)
  • Choose a new password and enter it twice, then click the Change button. Select a password that is not easy to guess, but that you will be able to remember, or write it down on a piece of paper and store it in a safe location.

 

Logging in to Gmail for the first time

In your browser, go to httpss://mail.google.com/.

  • Enter your Calontir officer login (youroffice@calontir.org),then click “NEXT”.
  • Enter your password, then click “NEXT”.

You will be prompted for two things before accessing your mail for the first time:

  • To accept Google’s user agreement. You will need to accept this before you can access your Inbox.
  • To enter a recovery phone number and/or email address. Since account recovery is handled through the Calontir servers, you can feel free to skip this step.

The first time you access your Inbox, look to the far left of your screen. These are your “labels”, which act a lot like folders, but email can have multiple labels. If your Office(s) have already been migrated, you should see the mailbox already has some items in it. If you Calontir mail was forwarding only, there will not be any migrated emails available.

 

Already a Gmail user?

From your existing Gmail account, click on your user icon at the top-right of the screen (above the gear and to the right of the bell). A small menu will appear – click the “Add account” button.

  • On the next page, type in your account name (youroffice@calontir.org), then click Next.
  • Proceed to enter your password and authenticate.

You’ll be sent to your new Calontir Kingdom GMail inbox. If you want to swap between accounts, you can so do in the same menu you used in step one. Just click on the name/icon for your “other” gmail account, and you’ll swap back and forth easily.

You will be prompted for two things before accessing your mail for the first time:

  • To accept Google’s user agreement. You will need to accept this before you can access your Inbox.
  • To enter a recovery phone number and/or email address. Since account recovery is handled through the Calontir servers, you can feel free to skip this step.

The first time you access your Inbox, look to the far left of your screen. These are your “labels”, which act a lot like folders, but email can have multiple labels. If your Office(s) have already been migrated, you should see the mailbox already has some items in it.