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Congratulation, Graduating Seniors!

This newsletter answers the following questions about your Smith computer accounts and software services:

  1. How long can I keep my Smith accounts?
  2. How can I let people know that my email address is changing?
  3. Can I transfer my Smith Mail to another Gmail account?
  4. Can I save files stored in my Google Drive?
  5. Can I save references I stored in a RefWorks database?
  6. Can I continue to access my Digication e-Portfolio?
  7. How long can I keep using my Computer Store discount?
  8. What happens with any remaining money on my One Card?

More questions? Call the IT Service Center at 413-585-4487 or send email to 4its@smith.edu.

1. How long can I keep my Smith accounts?

Here is the timetable for your Smith accounts:

Account Type Expiration Date
BannerWeb Never
Smith Mail

SEPTEMBER 30, 4 months after Graduation. January Graduates are included in the May graduation time.

JANUARY 30, 4 months after Graduation for SSW Students

Please read the important information below about how to save any files or data you have in these accounts.

Google Drive
Computer repairs Graduation. If you purchased your computer through the Smith Computer Store, Technical Services cannot continue to repair your computer after you graduate.


  • BANNERWEB: Your BannerWeb account remains active and your BannerWeb PIN never expires, but once your network account expires, you can no longer access BannerWeb through the Smith Portal. Instead, you will need to log in to BannerWeb directly using your Smith ID number and BannerWeb PIN.

    After September 30th, you can call the IT Service Center at 413-585-4487 to request a PIN reset.

  • SMITH MAIL: If you don't already have a non-Smith email account (Gmail, Yahoo, Hotmail, etc.), now is the time to create one. Plan ahead, do not use your Smith email account as a contact address on applications after graduation.

    • If you are working on campus after the September 30th date, have your supervisor email 4its@smith.edu with your dates of employment so your account can be extended.

    • If you are continuing at Smith in a graduate program, your account will automatically be extended and you do not need to contact us.

    • If you used your Smith email address to set up any external accounts (Facebook, iTunes, Twitter, YouTube, App Store, etc.), be sure to change the email address for those accounts before September 30th.

      For instructions on transferring your saved Smith email to another Gmail account, click here.

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2. How can I let people know that my email address is changing?

As soon as you have an alternate email address you want to share with others, create a Vacation Response in your Smith Mail account to alert people about your graduation and new address. Here's how:

  1. In Smith Mail, click on the gear icon and select Mail Settings.

  2. In the General settings, scroll down to the Vacation Responder area.

  3. Turn the responder on.

  4. Fill in the fields as desired. Note that you don't have to choose an end date. A sample message is shown below:

  5. When you're done, don't forget to click Save Changes.

To forward all new Smith Mail messages to your alternate email address

  1. In Smith Mail, click on the gear icon and select Mail Settings.

  2. Click the Forwarding and POP/IMAP tab.

  3. Open the first drop-down menu in the Forwarding section and select Add new email address.

  4. Enter the address to which you'd like your messages forwarded.

  5. For security, Google will send a verification message to that email address.

  6. Open your forwarding email account, open the confirmation message from the Gmail team, and click the verification link in that email.

  7. Back in your Smith Mail account, select the Forward a copy of incoming mail to... option and select your forwarding address from the drop-down menu.

  8. You can choose to keep Smith Mail's copy of the message in your inbox, or send it automatically to All Mail or Trash.

  9. Click Save Changes.

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3. Can I transfer my saved Smith Mail messages to a personal Gmail account?

The following document explains how to transfer saved messages from your Smith Mail account to a personal Gmail account using Thunderbird:


Note that this process works on both Mac and Windows computers.

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4. Can I save files stored on my Google Drive?

For instructions on saving your Google Drive, click here.

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5. Can I save references stored in a RefWorks database?

If you set up an individual Refworks account at Smith and have used it within the past six months, you can continue to access your RefWorks account after graduation by going to:


Note that if you are off-campus, this access method requires you to provide a RefWorks group code when you log in. The access code is reset every spring, so to be sure that you always receive an email message with the new group code, be sure to make the following changes to your Refworks account settings while you are still on campus:

  1. Log in to your RefWorks account.

  2. From the Top menu, select Update Profile.

  3. Enter the email address you will be using after graduation.

  4. Change the Type of User to Alumni.

  5. Click Update.

If you plan to access your account through another subscriber after graduation and/or want to save your collected references in a format you can use with a different database program, please follow the instructions below before your network account expires.

If your network account has expired and you need your saved RefWorks references, please contact the IT Service Center at 413-585-4487.

Accessing your RefWorks account through a non-Smith subscription

If, after you leave Smith, you will be enrolled at a college or university with a RefWorks subscription, or employed by an organization with a RefWorks subscription, you can move your account.

To move your account, first save a backup copy of your RefWorks database:

  1. Go to the Refworks login page and enter your RefWorks group code (if you are off-campus) or your Novell username and password if you are on-campus, then log in to your RefWorks account.
  2. On the Tools menu, select Backup/Restore.
  3. Use the Backup option to save a backup of your database as a .zip or .rwb file.
  4. Save the backup file on your hard drive or a portable storage device.

Once you have access to your account through a different RefWorks subscription:

  1. Go to the Refworks login page and log in to your RefWorks account, or use the login page provided by your new institution.
  2. On the Tools menu, select Backup/Restore.
  3. Use the Restore option to add the .zip or .rwb file to your new account from your hard drive or portable storage device.

Saving your RefWorks references for use with another database program

RefWorks offers several export options that allow you to save your references for use with other programs. These options (available in References/Export) are:

  • Bibliographic Software (EndNote, ProCite, Reference Manager). Saves the database in a tagged format that can import into another bibliographic management program. It is the format sometimes called the RIS Format or Reference Manager Format, and can be imported into Reference Manager, ProCite, EndNote, or any other program that supports the RIS Format.

  • BibTeX - RefWorks ID. Saves the database in the file format used with the LaTeX document preparation system.

  • Citation List. Creates a list to use when writing your paper offline. The format includes the RefID, Authors Primary, Title Primary, and Publication Year only. This format is probably not usable by another bibliography manager.

  • RefWorks Tagged Format. Saves the database in a format similar to the bibliographic management software format. This is a tagged format. However, the data layout is patterned after the RefWorks database, as opposed to tags that match with other bibliographic programs. Use this format for backup purposes and for sharing data with other RefWorks users.

  • Tab Delimited. Saves all your data in an organized manner with each field separated by a tab. It may then be loaded into other programs that are designed to read this type of format.

  • XML. Use this format to create your export file in an XML format.

For more information about Refworks, see: http://libguides.smith.edu/refworks

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6. Can I continue to access my Digication e-Portfolio?

Yes, if you add a non-Smith email address to your e-Portfolio before you lose access to your network account on September 30th. Here's how:

  1. Click on your name at the top right of your ePortfolio page.
  2. Scroll down until you see notification email.
  3. Enter your non-Smith email address and click Save.

To change your e-Portfolio URL to something simpler:

  1. Go to the Settings page under Portfolio Tools.  
  2. Click the Edit link in the e-Portfolio Web Address area and then type in your desired URL.
  3. Click Save.

Remember to click "Save" at the bottom of the page to save your changes.

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7. How long can I keep using my Computer Store discount?

Graduating seniors, your educational discount on computers and technology expires June 30th, so come to the Smith College Computer Store to take advantage of great prices on software, laptops, tablets, accessories, and more while you still can.

See the Computer Store web site for more information.

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8. What happens with any remaining money on my One Card?

Upon graduation any remaining balance will be transferred to students’ College account for final reconciliation with the College. Balances of less than $5 will be transferred only upon specific request by the student.

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