TL;DR: If security protocols are implemented that block non-gmail clients from accessing our university gmail accounts, is there a way to create an exception for those who wish to continue using the Windows desktop version of the Microsoft Outlook application to connect to gmail with IMAP on their university desktop machines?
Hello Everyone: It was recommended by a moderator over at the Microsoft community that I post this here. I work for a university that uses gmail as our university email. The school is implementing “data loss prevention” protocols that will block the use of any non-gmail mobile apps or mail clients when accessing our university email accounts. In other words, staff will have to use the gmail app on our phones and web mail on our Windows computers. The primary purpose of this change, I've been told, is to enable the university to wipe data in the event that a device is lost.
While most of us can manage using the gmail app on our phones rather than, say, the native IOS email app, the protocols will also block our use of Microsoft Outlook on our university desktop computers (as an installed application). That is going to cause many of us a ton of problems – some dealing with the much more powerful formatting options available in Outlook, some dealing with folder vs. label organization, and actually some health issues because gmail generally involves more mouse use than Outlook, resulting in aggravation of carpel tunnel syndrome. Please assume these difficulties will be serious for purposes of my inquiry – in other words, assume the gmail interface will not be an adequate substitute for Outlook given the problems I have identified.
The only solution offered by our IT department so far (I've discussed this issue with them extensively multiple times, though they are still researching it), is to turn on auto-forward to send the email to a non-university account which can still be accessed through the Outlook application. That is only a partial solution since we will still have to send many university emails using gmail. Moreover, there is a good chance the auto-forwarding option is going is going to be shut off next year, making this no solution at all.
What I am hoping is technically possible – though I recognize it might not be – is a way to create exceptions that will permit selected users, devices, or mail clients to still access their university gmail accounts via Outlook. For example, I have administrator access on my school machine, unlike most of our university employees, because I filled out a request form demonstrating substantial need and was awarded administrator privileges.
I would appreciate any thoughts or suggestions you might have on a solution that would enable the university to implement the data loss prevention but still allow faculty and other staff to use Outlook on university machines that are located on university property. Our IT department has been coming up empty in their research, so I figured I would assist with the researching process. Thanks.
Josh
