Google Workspace

Overview

Google Workspace accounts are optional tools available for academic use that provide access to Google Drive, Docs, Sheets, and other Google applications. These services complement—rather than replace—university-supported Microsoft tools such as Outlook, Calendar, OneDrive, Teams, and SharePoint. Before adopting Google Workspace, consider whether your needs may be better served by the university’s fully supported Microsoft 365 environment.

While ITS will make every reasonable effort to assist with Google Workspace issues, the university does not maintain an enterprise support agreement with Google. As a result, support options may be limited, particularly for file recovery and data restoration.

Google Workspace is not approved for storing or sharing data protected by FERPA, HIPAA, or other personally identifiable or sensitive information. Because the university does not have a data protection agreement with Google covering these data types, storing such information in Google Workspace may violate university policy and regulatory requirements.

Google Drive is intended for individual use and is not recommended for departmental, team, or long-term institutional file storage. For shared files and collaborative workspaces, Microsoft Teams, SharePoint, and Microsoft 365 Groups are the university’s supported cloud storage solutions.

Available Google Workspace Apps

Please note that Western does not currently support Gmail, Calendar, or Maps as part of the institutional Workspace license.

  • AppSheet 
    No-code application development platform that enables users to create custom mobile and web applications from data sources such as Google Sheets, Excel, and databases.
  • Docs 
    Cloud-based word processing application for creating, editing, and collaborating on documents in real time.
  • Drive 
    Cloud storage and file management service for securely storing, sharing, and accessing files from any device.
  • Forms 
    Survey and form-building application for collecting information, conducting assessments, and gathering feedback.
  • Gemini 
    Generative AI assistant that helps users create content, summarize information, analyze data, answer questions, and automate tasks across Google Workspace.
  • Keep 
    Note-taking application for capturing ideas, creating lists, setting reminders, and organizing information.
  • Meet 
    Google's video conferencing service lets users host and join virtual meetings for face-to-face communication, screen sharing, and real-time collaboration.
  • NotebookLM 
    AI-powered research and knowledge assistant that helps users analyze, summarize, organize, and interact with information from their own source materials.
  • Read Along 
    AI-assisted reading application that helps learners improve reading fluency, pronunciation, and comprehension through guided practice.
  • Sheets 
    Cloud-based spreadsheet application for organizing data, performing calculations, creating charts, and collaborating on analyses.
  • Sites 
    No-code website creation platform for building and publishing internal or public websites.
  • Slides 
    Presentation creation application for developing, sharing, and delivering professional slide presentations.
  • Tasks 
    Personal task management tool for creating, organizing, and tracking to-do lists integrated with Gmail and Google Calendar. 
  • Vault 
    Information governance and eDiscovery service for retaining, searching, exporting, and managing organizational data for compliance and legal purposes.
  • Vids 
    AI-powered video creation application that helps users produce, edit, and share professional videos using templates, scripts, voiceovers, and collaborative editing tools.
  • Workspace Studio 
    No-code, AI-powered automation platform that enables users to build custom AI agents and workflows that automate tasks across Google Workspace and third-party applications.

Western Washington University – Google Workspace Terms of Use

  • Western Washington University (WWU) provides access to a limited subset of Google Workspace applications as an optional tool for instructional use and for collaboration with external partners. 
  • WWU has a no-cost agreement with Google that does not provide the same protections for confidential data or the same tools for data security and recovery as our paid services like Microsoft 365, OnBase, or Canvas.  By continuing, you acknowledge and agree that:
  • Google Workspace is not a primary university platform. It does not replace WWU’s officially supported systems, including Microsoft 365 or Canvas.
  • Use is limited and situational. Google Workspace should only be used when its features are specifically needed. Microsoft 365 should be used by default for university work.
  • Confidential or regulated data is not permitted. Please do not store or share sensitive or regulated data in Google Workspace, including FERPA‑protected data, HIPAA‑regulated information, Personally Identifiable Information (PII), or data subject to records retention or public disclosure requirements.
  • Google Workspace is not intended for departmental shared storage or official university records.
  • IT support and data recovery are limited. Google Workspace does not have the same enterprise support, security controls, or recovery capabilities as WWU’s Microsoft 365 services
  • Continued use of your WWU Google Workspace account indicates your acceptance of these terms and your responsibility to use appropriate tools for university business. 

    More information is available at Sign in to your WWU Google Workspace Account.

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