CERT Email: User Guide and Use Policy

About your account

Your CERT email is a Google Workspace account at wallingfordcert.org, provided free through Google Workspace for Nonprofits. It works like Gmail, and the same sign-in also provides member access to the CERT website. Use it for all CERT business so team communications stay in one place, separate from your personal email.

Item	Value
Email address	firstinitiallastname@wallingfordcert.org
Webmail	mail.google.com
Account and security settings	myaccount.google.com
Sign-in method	Google account (“Sign in with Google”)
Multi-factor authentication	Required (2-Step Verification)
Who to contact for help	admin@wallingfordcert.org

Complete these steps in order: sign in and set your password, turn on 2-Step Verification, then add the account to your phone or set up forwarding.

Accessing your email

Sign in for the first time from a computer web browser, using the temporary password your administrator gave you. Do this as soon as you receive it, and never forward the temporary password to anyone.

Open a private or incognito browser window. This keeps your personal Google account from signing in automatically.
Go to mail.google.com.
Enter your full CERT address (for example, jsmith@wallingfordcert.org) and select Next.
Enter the temporary password and select Next.
Read and accept the Google Workspace terms when prompted.
Create a new password when prompted:
- At least 12 characters; a passphrase of 3 or 4 unrelated words works well.
- Not used for any other account, especially not your personal email.
- Store it in the CERT password vault or your own password manager.
Your inbox opens. Continue straight to 2-Step Verification below.

Using CERT email alongside a personal Gmail account. In a regular browser window, select your profile picture (top right of Gmail), then Add another account, and sign in with your CERT address. Switch between accounts from the same profile picture menu. Always check the address in the top right before sending.

Forgot your password? Contact your CERT email administrator. Self-service recovery only works if you have added a recovery phone or email under Personal info at myaccount.google.com, so add one now.

Setting up 2-Step Verification (MFA)

2-Step Verification is required on every CERT account: after your password, Google asks for a second proof that it is really you. Set it up right after your first sign-in. Accounts without it will be blocked once the enrollment period ends.

Go to myaccount.google.com/security and sign in with your CERT account.
Under How you sign in to Google, select 2-Step Verification, then Get started (or Turn on).
Add at least two of the methods below. Your phone number is the minimum; an authenticator app or passkey is strongly preferred.
Select Turn on 2-Step Verification.
Under Backup codes, select Get backup codes. Print them or save them in your password manager. Each code works once.

Method	How it works	Recommendation
Passkey	Your phone or computer’s fingerprint, face or PIN unlocks the account	Best: phishing-resistant and easiest
Google prompt	Tap Yes on a phone where you are signed in to the Gmail or Google app	Good
Authenticator app	6-digit code from Google Authenticator, Microsoft Authenticator or the CERT Vaultwarden vault	Good: works without cell service
Security key	Physical USB or NFC key	Excellent, if you have one
Text or voice code	6-digit code sent to your phone number	Backup only: vulnerable to SIM swap
Backup codes	One-time codes you printed or saved	Emergency use only

To add a passkey: at myaccount.google.com/security, select Passkeys and security keys, then Create a passkey, and follow your device’s prompts.

To add an authenticator app: in 2-Step Verification, select Authenticator, then Set up authenticator, scan the QR code with the app, and enter the 6-digit code it shows.

Never approve a sign-in prompt or share a code you did not request. An unexpected prompt means someone has your password. Deny it, change your password, and tell your administrator.

Forwarding and replying from a personal address

You can forward CERT mail to a personal inbox and reply as your CERT address from there. Adding the CERT account to your phone’s mail app (next two sections) is simpler and more secure, so use forwarding only if you truly need one inbox. If you do forward, CERT mail must also stay in your CERT inbox, and the use policy below still applies to every forwarded message.

Part 1: Forward CERT mail to your personal address

Do these steps in Gmail on a computer; the mobile apps cannot set up forwarding.

Sign in to mail.google.com with your CERT account.
Select the gear icon (top right), then See all settings.
Open the Forwarding and POP/IMAP tab and select Add a forwarding address.
Enter your personal email address, then select Next, Proceed and OK.
Open your personal inbox, find the message from Google (check spam), and select the confirmation link.
Back in CERT Gmail settings, refresh the page and choose Forward a copy of incoming mail to your personal address.
In the drop-down, choose keep Wallingford CERT Mail’s copy in the Inbox. Do not choose delete or archive.
Select Save Changes at the bottom of the page.

If Add a forwarding address is greyed out or shows an error, forwarding has not been enabled for your account; contact your administrator.

Part 2: Reply as your CERT address from personal Gmail

These steps work when your personal account is Gmail. For other providers, add the CERT account to your mail app instead.

Step A: create an app password for your CERT account. This is a separate 16-character password that only your personal Gmail will use. 2-Step Verification must already be on.

Signed in as your CERT account, go to myaccount.google.com/apppasswords.
Enter a name such as “Personal Gmail send-as” and select Create.
Copy the 16-character password. You will not be able to see it again.

Step B: add your CERT address to personal Gmail.

Sign in to your personal Gmail on a computer, select the gear icon, then See all settings.
Open the Accounts and Import tab. Next to Send mail as, select Add another email address.
Enter your name (for example, “Jane Smith, Wallingford CERT”) and your full CERT address.
Uncheck Treat as an alias, then select Next Step.
Enter these server settings, then select Add Account:
- SMTP Server: smtp.gmail.com
- Port: 587
- Username: your full CERT address
- Password: the 16-character app password from Step A
- Secured connection using TLS (recommended)
Google emails a confirmation code to your CERT address, which forwards to you. Enter the code to finish.
Under When replying to a message, select Reply from the same address the message was sent to, then select Save Changes.

When you write a new message in personal Gmail, pick your CERT address in the From field. Check it before every CERT send.

If you leave CERT or change your password, delete the app password at myaccount.google.com/apppasswords and remove the forwarding address.

Adding the account to Apple Mail

Add your CERT account as a Google account, which signs in through Google’s own page and supports 2-Step Verification. Do not choose “Other” or enter server settings by hand, and do not use an app password here.

iPhone or iPad

Open Settings, then Apps, then Mail, then Mail Accounts. (On older iOS versions: Settings, then Mail, then Accounts.)
Select Add Account, then Google.
If asked to allow google.com to sign in, select Continue.
Enter your full CERT address and password, then complete your 2-Step Verification check.
Turn on Mail. Turn on Calendars and Contacts too if you want CERT schedules and team contacts on your phone.
Select Save.

To send from your CERT account, start a new message, tap the From line, and pick your CERT address. To make sure replies to CERT mail go out from CERT, keep your personal account as the default under Mail, then Default Account; Apple Mail replies from the account that received the message.

Mac

Open System Settings, then Internet Accounts.
Select Add Account, then Google.
Select Open Browser when prompted, sign in with your CERT address and password, and complete 2-Step Verification.
Select Allow to give macOS access to the account.
Choose the apps to use with it (at least Mail), then select Done.
Open the Mail app. Your CERT account appears in the sidebar under Mailboxes.

To send from CERT, choose your CERT address in the From menu of a new message. You can rename the account to “CERT” in Mail, then Settings, then Accounts to tell it apart from personal mail.

Adding the account to the Gmail app

The Gmail app on iPhone and Android holds several Google accounts side by side, which makes it the easiest way to keep CERT and personal mail on one phone.

iPhone or iPad

Install Gmail from the App Store if you do not have it.
Open Gmail and tap your profile picture (top right).
Tap Add another account, then Google.
Tap Continue if asked to allow google.com to sign in.
Enter your full CERT address and password, then complete 2-Step Verification.

Android

Open the Gmail app and tap your profile picture (top right).
Tap Add another account, then Google.
Unlock your phone with your PIN, pattern or fingerprint if asked.
Enter your full CERT address and password, complete 2-Step Verification, and accept the terms.

The Android sign-in may ask you to allow Google to manage some security settings on the phone (such as a screen lock). Accept; this protects CERT data if the phone is lost.

Using both accounts

Tap your profile picture to switch accounts, or open the menu and choose All inboxes to see both together.
Replies go out from the account that received the message. For a new message, tap the From line to pick your CERT address.
Set notifications per account: profile picture, Settings, then your CERT account, then Notifications. Consider “All” for CERT so activation messages reach you.

General use policy

CERT email accounts belong to Wallingford CERT and are issued to active members for CERT business only. By using your account, you agree to the rules below.

1. Acceptable use

Use your CERT account for CERT training, deployments, meetings, scheduling and coordination.
Do not use it for personal email, personal business, political campaigning, fundraising for outside causes, or signing up for unrelated services.
Do not send harassing, discriminatory, offensive or illegal content.
Do not share your account or password with anyone, including other CERT members. Shared role inboxes are set up for jobs that several people handle.

2. Representing CERT

Everything you send from a wallingfordcert.org address reflects on CERT and the Town of Wallingford.
Do not speak for CERT, the Office of Emergency Management or the Town to the media or the public unless CERT leadership has authorized you.
Use the standard signature: your name, CERT role, “Wallingford CERT”, and your CERT address. Do not add personal phone numbers unless you choose to.

3. Sensitive information

Email is not a secure place for sensitive personal information. Do not email the following unless CERT leadership has approved a specific secure method:

Social Security, driver’s license or other government ID numbers
Medical or health information about anyone, including people helped during a deployment
Names, addresses or details of disaster survivors, victims or patients
Member background check or personnel information
Passwords, door codes, radio programming credentials or equipment access codes (use the CERT password vault)

Share documents through restricted CERT Shared Drive folders instead of attachments, and send people a link.

4. Forwarding and personal devices

If you forward to a personal address, keep the copy in your CERT inbox and do not forward any information listed in section 3.
Any phone, tablet or computer with CERT email must have a screen lock (PIN, password, fingerprint or face) and current software updates.
Report a lost or stolen device with CERT email to your administrator within 24 hours so access can be removed.
CERT may disable forwarding or remove access from a device to protect CERT information.

5. Security

Keep 2-Step Verification on and use a unique password for your CERT account.
Be alert for phishing: unexpected requests for passwords, gift cards, payments or urgent action, even if they appear to come from CERT leadership.
Report suspicious messages using Report phishing in Gmail (the three-dot menu on the message) and tell your administrator. Do not click links or open attachments in suspicious messages.
If you think your account is compromised, change your password immediately and contact your administrator.

6. Records and privacy

CERT works under the Town of Wallingford’s Office of Emergency Management, so CERT email may be a public record subject to the Connecticut Freedom of Information Act. Write every message as if it could be read publicly.
Do not delete CERT business email to avoid disclosure or before it has been kept as long as records rules require.
Accounts are CERT property. Administrators may access accounts and messages when required for security, legal requests, records requests or continuity of operations. Do not expect personal privacy in CERT email.

7. Emergencies and activations

Email is not for urgent life-safety communication. Follow CERT activation procedures and call 911 for emergencies.
During a deployment, check your CERT email when directed by your team leader, but use the communication channel your briefing assigns.

8. Account lifecycle and enforcement

Accounts are created when a member is approved and suspended when a member leaves CERT, becomes inactive or is removed. Email and files stay with CERT.
CERT may suspend an account at any time to protect CERT or investigate misuse.
Violating this policy may result in loss of email access and other action under the CERT by-laws.

Getting help and troubleshooting

Contact the CERT email administrator at admin@wallingfordcert.org. Never include your password in a help request.

Problem	What to try
Gmail keeps opening my personal account	Use a private or incognito window, or switch accounts from your profile picture.
“Wrong password” on first sign-in	Type the temporary password manually, watching for similar characters (l, 1, I, O, 0). Then ask for a reset.
Lost my phone and cannot complete 2-Step Verification	Use a backup code. If you have none, contact your administrator to verify your identity and reset it.
No forwarding confirmation email	Check spam in your personal inbox, then resend from Forwarding and POP/IMAP.
App passwords page says the setting is not available	Turn on 2-Step Verification first. If it is already on, ask your administrator.
Personal Gmail rejects the SMTP settings	Use the app password, not your regular password; confirm port 587 with TLS and your full CERT address as username.
Apple Mail keeps asking for a password	Remove the account and add it again with Google, not Other.
Replies go out from my personal address	Check the From line before sending, and review the reply setting in Part 2 or your mail app’s default account.