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About user access to Gmail and non-Gmail mailboxes

Google Apps does not support the use of both a Gmail mailbox and another, separate non-Gmail mailbox. This means that transitioned Postini users who are still using their on-premise mailbox (for example, Microsoft Exchange) can't sign in to Gmail. You must choose one (Gmail or a non-Gmail mailbox) for your users.

Your non-Gmail mailbox users can access the Gmail Spam folder via Message Center and the quarantine summary feature. See Using Message Center and quarantine summary to access the Spam folder for more details.

Important: You must enable the Gmail service for all Gmail users, even those who use a non-Gmail mailbox.

How to switch your users to Gmail

You can switch your users to Gmail by disabling or deleting the Non-Gmail mailbox setting that affects those users, or you can move the users to a different organizational unit.

Disable or delete the Non-Gmail mailbox setting

The Non-Gmail mailbox setting applies to an organizational unit (OU) and any child OU below it. If you disable or delete this setting, then the users in those OUs become normal Gmail users, and messages are no longer rerouted to your users’ non-Gmail mailboxes.

To disable or delete the Non-Gmail mailbox setting for a domain or organizational unit:

  1. Sign in to the Google Admin console.
  2. Click Google Apps > Gmail > Advanced settings.
  3. Highlight the domain or organizational unit.
  4. Scroll down to the Non-Gmail mailbox setting, and click Disable or Delete.
  5. Click Save.
Move the users to a different organizational unit

If you move a user out of one OU and into a different OU that doesn’t have the Non-Gmail mailbox setting applied to it, that user would become a normal Gmail user. By doing this, messages are no longer rerouted to your users’ non-Gmail mailboxes.

Free trial period for switching to Google Apps

You have the opportunity to trial or switch to Google Apps to take advantage of our additional services (free of charge) until we announce the end of this trial opportunity later in 2014. You and your users may benefit from Gmail, Docs, and Drive, in addition to the message security and spam filtering of the Apps Platform. For more details about this offer, see the G Suite website.

Using Message Center and quarantine summary to access the Spam folder

After you complete your transition to Google Apps, your non-Gmail mailbox users can access the Gmail Spam folder via Message Center and the quarantine summary feature.

Message Center

Message Center is a web-based console that lets your users view and manage messages quarantined as spam. You can use the Non-Gmail mailbox setting to allow your non-Gmail users to sign in to Message Center.

From within Message Center, a user can scan for any messages falsely identified as spam and mark them as safe for delivery. This trains the system to identify similar messages as not spam, and the indicated messages are then delivered to the user’s non-Gmail inbox.

Your users can also use Message Center to scan a list of delivered messages and mark any as spam, if you enable this option. This trains the system to identify similar messages as spam in the future.

For information about giving users access to Message Center, see Set options for non-Gmail mailbox users

Quarantine summary

You can also use the Non-Gmail mailbox setting to configure quarantine summary reports for your non-Gmail users.

The quarantine summary is a periodic summary message sent to a user’s inbox that contains a list of emails that were recently marked as spam. Users can quickly scan this list for falsely quarantined messages, and mark these messages as not spam. This trains the system not to identify similar messages as spam, and the indicated messages are then delivered to the user’s non-Gmail inbox. Unlike the Postini quarantine summary, a user can refresh the Google Apps quarantine summary throughout the day by clicking the Click here to receive an updated summary of messages quarantined since this report was generated link.

For information about setting up quarantine summary, see Set options for non-Gmail mailbox users

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