How to Set Up Gmail for School iPads and iPods

One challenge for teachers with students using devices like iPad and iPod touch is collecting student work. Unfortunately, there is not one consistent way for apps to export what a user creates. Some apps connect to Dropbox, some share through iTunes, some export to a website, some share through an IP address, but most apps email content as an attachment.

In order to send images, movies, and documents as an attachment, email must be set up on the device. Logging in through web-based mail won't work because you cannot attach files when using web mail in iOS. Email has to be set up in iOS's Mail app in order for an app that shares through email to actually be able to send.

I think the best solution is to give each student an email account and teach them to use it responsibly. I understand this is not an option in some places and doesn't work so well on shared devices. So, what's a school to do when students do not or cannot have email addresses but they want students using school-owned devices to be able to email their work to the teacher or to a blog?

The answer I've seen many schools use is Gmail. They set up free Gmail accounts for their devices. These email accounts aren't for receiving emails--they are used so that iPads and iPods can send. Without an email set up in the Mail app, no messages can be sent from the Mail app or any other app that shares via email.

It's time consuming to create email accounts for each and every device. Instead, I suggest creating one Gmail account for every 10 devices. You probably could use one Gmail account for a whole class set, but I've seen this cause problems at times.

After creating the Gmail account at mail.google.com/mail/signup, you'll have to do this on each device that will use that account:

1. Launch the Mail app or go to Mail, Contacts, Calendars in the Settings app on iPad or iPod touch to add the account.
2. Choose Gmail.
    
3. Enter a name, Gmail address, and Gmail password. The name is what will be shown in the From field. On a shared set of devices, I suggest putting the device's assigned number first and then class, cart, or teacher name. Starting with the number allows emails to be sorted in a teacher's inbox.
    
4. On the next screen, turn off Calendars and Notes and tap Save.
   
5. Email is ready to use!

Chances are that if your school doesn't supply students with email accounts, they are probably concerned about what students may receive via email, either from each other or from spammers. To put those concerns to rest, I suggest adding a filter to each Gmail account that deletes all incoming email unless it comes from the teacher. This prevents students from sending messages that would appear in all devices' inboxes, prohibits spam, and still allows teachers to send messages and files to the devices via email. 

Here's how to set up a filter that will delete all incoming email unless it is from the teacher:

1. Log into the Gmail account.
2. Click Create a filter near the top of the screen.
3. Enter the teacher's email address preceded by a minus symbol in the From field. Enter more addresses by separating them with commas and having each address preceded by a minus.
    
4. Click Next Step.
5. Check the box next to Delete it.
    
6. Click Create Filter and now all incoming email will be deleted unless it was sent by the teacher.

Note that because many devices are sharing one email account, once one student deletes an email from the teacher, it will be deleted on all devices using that account.

Additional Tips
You can use email services other than Gmail. Some use district email addresses or Gaggle.net email. Filters probably work differently when using different email services.

Do not give students the email account's password. You only have to set up email on a device one time. After that the device remembers the password, so students will not require the password.

Teachers may not want to clutter their inbox with emails. One option is to have students send emails to a unique email address provided by Send To Dropbox. This will place email attachments directly into a Dropbox folder on a Mac or Windows computer without taking up space in an inbox.

Add the teacher's email address in the Contact app. This way when students begin composing an email, the teacher's address will auto complete.

Instruct students how to use email appropriately, including subject line etiquette. Instructional technology coordinator Terice Schneider wrote about how middle school students sent teachers foolish and silly messages, and they changed email signatures:

Teachers report up to 120 emails a day with such intoxicating content as “Go  Tigers!” and funny cat faces. Their signatures are “PB&J Time!” and “Rangers Fan.” Teachers could just delete them in the inbox, but the students are not using the SUBJECT line, so teachers must open each one to know if it’s class related.

If you receive an error when trying to set up the email address by tapping the Gmail option on the device, try setting up the account as Microsoft Exchange. Here's how: 

1. Launch the Mail app or go to Mail, Contacts, Calendars in the Settings app on iPad or iPod touch to add the account.
2. Choose Microsoft Exchange.
    
3. Enter the Gmail address for the Email and Username. Also enter the Gmail account's password.
    
4. On the next screen, enter m.google.com for Server.
    
5. Cross your fingers that the account is verified.

Comments

[Lee]

I understand the concept but I really feel it is irresponsible to suggest teachers set up students to share email accounts. This is a perfect storm to have only one unfortunate incident happen and then a strong policy will be set banning the devices due to fear from the top. We must be more responsible in our recommendations to teachers. Unfortunately the iPads were not designed to be used at an enterprise level, as so many of us are trying to force them into. I believe Apple is working on some solutions but in the meanwhile, I would never recommend that students (or adults for that matter) share email.

You may also be interested to know that when demonstrating email, if you use @example.com, you can be sure it will never be a valid email address. Sort of like how 555- is reserved for non-working "movie" phone numbers. http://www.iana.org/domains/example/

[@ipadsammy (twitter)]

Great post, Tony! This has always been a problem for us that was helped out this year by our district creating Gmail accounts for the students. We had our iPod Touch lab for 2 years, and getting students a way to DISPLAY their projects they have created is key. I can say to Lee, who commented up above me, that I respectfully disagree with you. If we start teaching digital citizenship and the proper ways to use email early, the less likely it is to become a problem later. Just like we have students that use Edmodo at our school, which is very similar to Facebook, we TEACH them the proper ways to comment positively to someone. We can't just stick our heads in the sand anymore, we need to teach digital skills. Tony knows that the creations on the iPod/iPad need to be shared, and the only way to do that is to create an email account for the device. This would have done wonders for us 2 years ago. Great post, see you at the Mobile Learning Symposium!!!

[Lee]

Edmodo is a "walled garden" that gives you many controls including the ability for NO users to be anonymous. I think Edmodo is an excellent step in teaching digital citizenship and I completely agree with you about not sticking our heads in the sand. Listen; I'm completely on your side with your goals here but I can tell you that when you share email accounts, you have a situation where you can no longer identify all of the users. I don't think Tony's suggestion is the only option, as you state. I think there are many other options that are less risky. Also, I agree that students should be taught to use email responsibly; just not with shared accounts. Aren't there email systems for students like GaggleNet and ePals? Those would be more sensible suggestions if email is the only option.

[Tony Vincent]

I don't think it's irresponsible to put Gmail accounts on iPads and iPods. There are schools that have been doing it this way for years with no problems. They are having students do amazing things on their devices and sharing it with the teacher, each other, and often with the world. Without outgoing email settings on the devices, then much of this brilliant work would remain on the device.

The directions in this post assume students are using a shared set of school-owned devices (devices that most likely do not go home with students), so the email is also shared. It's not practical to have students input specific settings into the Email app each time they need to use it.

What's the worst that can happen? A students can send an inappropriate message somewhere? To the teacher? To a stranger? If there is a problem, the email will contain the time and device number. With this information the teacher can figure out who is the offending student. Teachers have access to the Gmail accounts and can periodically check the Sent folder if they feel there's a need. (Note: the Sent folder might be synced and accessible on all devices, so that's certainly something to be aware of.)

Gaggle seems to cost money and I could not find how to set up ePals in an email client. Edmodo (which is very awesome!) is not integrated into apps the way email is. If there was a better way that worked most of the time, I would certainly write about it.

In the end, schools and teachers get to make the decision on what will work for them and their students. If someone works in that theoretical environment where one incident will lead to a policy banning all mobile devices, then, well, they shouldn't use this Gmail strategy. I'm guessing that schools with class sets of devices are not the ones that will instantly ban them. But most of all, I do not want teachers to be labeled irresponsible when they have been proactive and vigilant while working around the technology, policies, time constraints, and budgets.

[Felix Jacomino]

Thanks for a great post Tony! I see no problems with this method at all! It's a bit #pencilchat to be so concerned with "unfortunate incidences" as posted above. Haven't we always had comment boxes? If the teacher is the only recipient, s/he can simply toss the vandal's comment and move forward. Personally, I couldn't imagine this being a problem at my school or any others I work with.
Thanks again!

[Ryan Collins]

We've been setting each iOS device up with it's own email address, based on the asset tag number. Using the iPhone Configuration Utility and some php programming, each device can be set up for it's email by visiting a web page and entering it's ID #. We only need to do this once, and then students can send work from the devices. They can also send work to the devices, for example, pictures to use in iMovie or a slide show.

I guess I should get around and write a blog post about it. :-)

[Tony Vincent]

Ryan,

Please do write a blog post about that! It sounds great (though php programming sounds intimidating).

[Manuel Herrera]

This sounds like a possible option for students to submit/share their work or projects. However, I'm concerned about the Terms of Service?
2.3 You may not use the Services and may not accept the Terms if (a) you are not of legal age to form a binding contract with Google
Is this worked around because the teacher sets up the account in their name?