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Exchange to Gmail changes

The Gmail web interface is very different from the Outlook interface. If you are used to using Outlook to access your email, here are some important tips to help make using Gmail's interface a bit easier. You can always access your Gmail web interface by logging onto the MY SUNY ULSTER portal ( and clicking on the “Email” icon near the upper left.

First name and last name order of appearance:

One of the most apparent changes when using Gmail is that everyone's name in Gmail shows up as first name-last name. So, instead of “Simpson, Homer” that name shows up as “Homer Simpson.” While a seemingly small change, it can make it much more difficult to find messages from certain individuals in a long list of messages. Unfortunately, there appears to be little we can do to change the appearance. This is just how Gmail shows names. Fortunately, Gmail's search feature is very powerful (see the last items in this document).

Conversation view:

Gmail has a prominent feature that fundamentally changes how email is displayed to you. It is called “Conversation View” and you may not have seen anything like it before. Conversation view groups all email messages with the same subject together. If you send a message to three people, and those three people each reply once, you might expect to see three new messages in your Inbox. However, in Gmail, you would instead see a single line representing all three responses with a number next to it indicating how many messages are part of this “conversation.” Take for example, the below line from a Gmail Inbox view:During the conversion from the Exchange Server to the Gmail system we have learned of some differences between the systems that may effect you as a User.

While appearing as a single line in the view, this “conversation” has 6 messages in it, as indicated by the “ (6) ” next to the names. This type of view can be very confusing for folks who are not used to it. Fortunately, you can switch “conversation view” off if you do not like it. To do so, go to Settings in Gmail, select the option “Conversation view off,” and then click “Save Changes” at the bottom of the page.

The example conversation would then look like this in the Inbox:

Contact Groups (Google) and Distribution Lists (Outlook) do not work across formats.
If you have set up Distribution Lists in Outlook you can continue to use them but only when sending mail from Outlook.
You can create Contact Groups in Google Mail but these groups will not be available in Outlook.

Read / Receive Receipts are not a Gmail feature.
Gmail does not support the use of Read or Receive Receipts.  Please be aware that the feature still appears in Outlook but does not function.

Address Book is organized alphabetically by First Name, Last Name.
Gmail organizes the Address Book and Contact lists by First Name instead of Last name.

Mailbox's can not be organized by "sender" or "subject"
Gmail does not provide the user with the ability to organize their inbox (or other labels) by anything other than receipt date, which is always viewed from Most Recent to Oldest.

Web Mail Access exclusively from the Portal.
Once you have migrated to Gmail you will no longer be able to access your email via, only via the Portal.

Out of Office will not work from Outlook:
details: "Out of Office" Vacation Responder

Mail sent to Distribution Lists (Groups) does not send to the sender.
When you send an email to a Group or Distribution List of which you are a member in Gmail you will not receive a copy of the email unless you also cc yourself while writing the message.