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Information Technology

Google Apps at Butler

Google Apps are a suite of online tools (Drive, Docs, Sheets, Slides, Hangouts, etc.) that can be used for sharing files and working together on documents in real time. All faculty, staff, and enrolled students have Google Apps accounts. Visit and use your Butler email address and password to log in to your account.

Google Drive—Drive File Stream

Google Drive lets you store and access your files anywhere—on the web, on your hard drive, or on the go. All Butler Google Apps accounts come with unlimited Drive storage. For a brief overview of Google Drive, watch this introductory video. Google has recently changed their desktop application to Drive File Stream. Drive File Stream allows you to access your Google Drive files locally on your computer. Find more information on Drive File Stream.

Google Backup and Sync

Backup and Sync is an app for Mac, PC, iOS, and Android devices that backs up files safely in your Google Drive. It allows you to select which folder or items you want to routinely backup. Learn more about Backup and Sync.

Google Docs, Sheets, and Slides

Google Docs, Sheets, and Slides are tools that allow you to create different kinds of documents, work on them simultaneously with other people, and access them from anywhere you have a computer and an Internet connection. Here is an overview of Google Docs, Sheets, and Slides. These apps do not replace Microsoft Office on campus (though you can use them to edit Office files—see the FAQ below), but serve as a complementary toolset for document collaboration.

Google Apps Help & Assistance

Learn More About Google Apps

Frequently Asked Questions

How do I activate my Butler Google Apps Account?

All Butler students, faculty and staff automatically have Google Apps accounts. To sign into your account, visit and use your Butler email address and password to log in. If you have problems signing in, contact the IT Help Desk.

What is the advantage to using a Butler Google Apps account over a personal Google account?

A huge benefit of using your Butler Google Apps account is the unlimited Drive storage available to you!

A Butler Google Apps account also helps you connect and collaborate with people at Butler; you use your Butler Google Apps accounts to share documents within the Butler community, and a searchable user directory with an autocomplete feature makes sharing easier. Autocomplete allows you to begin typing into an address field within any Google App and have a list of matching contact names automatically appear so you can easily and quickly select your intended recipient using the directory.

Which apps are available in Butler Google Apps?

Google Drive, Docs, Sheets, Forms, Slides, and Hangouts are fully supported by Butler IT. Gmail is not available, but most other apps (e.g. Calendar, Sites, Blogger, YouTube, Google+, etc.) are available for use at your discretion. IT does not provide support for any of those apps at this time. While Google Calendar is available, it is separate from and does not sync with your Butler Outlook calendar.

Does Butler have access to the information stored in my Butler Google Apps account?

Just like BUmail, My.Butler, etc., Butler has access to the data in Butler Google Apps accounts. However, Butler would only access this data in limited circumstances as defined in Butler's policy on the Privacy of Personally Created Content. Google Apps accounts are powered by Google but administered by Butler University. Therefore, Butler (not Google) owns all data stored within Butler Google Apps accounts. Visit this page for Google's Security and Privacy Frequently Asked Questions.

Does the data I put into Google Apps show up in Google searches?

By default, data stored in Google Apps is private to you. (The only exception upon creation/uploading involves creating a document within or uploading a file to a folder with sharing permissions already set up; in those instances, your new file will inherit the sharing settings of its parent folder upon creation/upload.) You may choose to share this data with others or publish it on the web. Once you choose to publish something to the web, Google and other search engines may index it and present it in their results.

Should information that is considered Identity Theft Information according to Butler policy be stored in Google Apps?

No. While IT feels very good about Google's security measures, until Butler has more experience with these tools, social security numbers, credit card numbers and bank account information of our constituents should not be stored in Google Apps. See Butler's policy on Identity Theft Information for more details. 

What happens to my Butler Google Apps account once I graduate or leave Butler?

Users will lose access to their Butler Google Apps account after leaving/graduating. Please see the Network Account Frequently Asked Questions for details. See Download or Transfer Data from your Butler Google Apps Account for directions on downloading data from your Google Apps account.

Can I use Google email (Gmail) with my Butler Google Apps account?

Not at this time. Today, Butler email is not being delivered to Google, but continues to be delivered to BUmail. Not making Google email available should help eliminate confusion around which systems to use for this function. Having our community on one email and shared calendar system is of great value because it reduces complexity when working with others.

How can I download the information stored in my Butler Google Apps account?

You can download most of the information stored in your Google Apps account at anytime. Learn more about how to do this here.

Do you recommend a particular web browser when using Google Apps, Docs, etc.?

While most Google Apps are supported in all major web browsers, IT has found that Google Chrome provides the most consistent experience and can provide increased usability. If you plan to use Google Apps heavily, IT recommends using Google Chrome.

When should I use Google Apps as opposed to Microsoft Office?

Google Apps are by no means a replacement for Office (at least for heavy users) and Office is by no means a replacement for Google Apps. Their "sweet spots" are very different. Many people can (and do) benefit from using both tools. Office provides fine grain control over formatting and has many features, but does not allow for easy collaboration with others. Google Apps makes it easy to collaborate, but has far fewer features and provides less formatting control than Office. Both Office and Google Apps are available at Butler. The grid below provides guidance on which tool you might considering using for what. Collaboration in this grid refers to document collaboration e.g., documents, spreadsheets, and presentations.

Tool Good For Not Good For
Google Apps
  • Collaborating with people inside and outside of Butler in real-time or asynchronously
  • Quickly collecting data via an online form
  • Accessing documents from any computer using just a web browser
  • Easily sharing documents with others
  • Creating complicated documents, such as those with large images or complex formatting
  • People who regularly work without an Internet connection
  • Collaborating on documents that contain sensitive business information (identity theft information)
Microsoft Office
  • Creating complicated documents, such as those with large images or complex formatting
  • People who regularly work without an Internet connection
  • Working on documents that contain sensitive business information (identity theft information)
  • Collaborating with others in real-time
  • Quickly collecting data via an online form
  • Accessing documents from any computer with just a web browser
  • Easily sharing documents with others
  • Storing documents that contain sensitive business information (identity theft information)
  • Storing files other than documents, spreadsheets and presentations
  • Collaborating with others in real-time
  • Collaborating with people outside of Butler
  • Easily sharing documents with others

If you are collaborating on a complicated document, consider using Google Apps to collaborate on the content and then take that content out of Google Apps and bring it into Office or some other software to finalize the formatting.

Can I edit Office files using Google Docs, Sheets, and Slides?

Yes! Google recently updated Docs, Sheets, and Slides to support editing Office documents so you can easily store and share even more files from Google Drive. The mobile apps already support editing Office documents; by using the Google Chrome web browser and adding an extension you can also edit Office files on the web.

Learn more about this update on Google's blog.

What are some practical examples of using Google Apps for educational proposes?

  1. Use Google Forms to quickly collect data for student peer evaluations, beginning of the year "get to know you" surveys, event sign-ups, and more. Consider using forms to collect real-time feedback in class.
  2. Use Google Docs to collaborate with one other person or group of people on presentations, papers, business plans, course plans, etc. We can't even begin to list all of the uses!
  3. Use the commenting system inside Google Docs to help make the feedback cycle shorter and keep track of the discussion that takes place while creating the document.
  4. Use a Google Sheet to help make a search committee's work easier. During a search, if you use a scoring rubric, each member can score each candidate on a number of variables in the spreadsheet. Everyone can then see how the candidates are stacking up.

Is it possible to merge my Butler Google Apps account with another Google Account?

It is not possible to combine two Google accounts or merge data. To learn more visit Google's Account Merge and Data Move Options page.