Google Apps (Education Edition)

A step guide to a successful deployment

January 10th, 2008

California Technology Assistance Projectwww.ctap1.org

Agenda

Welcome and introductions Overview of agenda Questions/review of last Google training? Overview of prerequisites Overview of administration setup steps Start Page and Web Creator Questions/feedback? How do you envision using Google Apps? Next steps? CTAP Region 1 Online evaluation

Prerequisites

Must have a Domain name and prove ownership

ctap1.orgmcoe.us

Access to the DNS settings for your domain;

Or, Upload an HTML file to verify domain

ownership

Browser Support Prerequisite

You can use any of the following browsers to access your control panel: Internet Explorer 6.0 and later Netscape 7.1 and later Firefox 1.0 and later Safari 1.3 and later

Regardless of your browser type, you must have: Cookies enabled JavaScript enabled

Overview of 6 Steps

Step 1: Sign up and Sign in Step 2: Domain Verification Step 3: Customize Google Apps Step 4: Create User Accounts Step 5: Migrate Email MX record (if desired)

Step 6: Deploy Google Apps

Step guide also available at Google site:http://www.google.com/a/help/intl/en/admins/resources/setup/

Step 1: Sign up and Sign in

Sign up for Google Apps at http://www.google.com/a/ Enter domain name and admin account info. Google Apps with domain registration option

After sign up, receive an email from Google Sign in to the administrative control panel. Here you can:

Manage your user accounts Customize Google Apps Contact Google support team

To access the control panel, visit:http://www.google.com/a/your-domain/http://www.google.com/a/mcoe.us (example)http://www.google.com/a/ctap1.org (example)

Step 2: Domain Verification

When, why, and how do I verify domain ownership?

Must complete to activate Google App services Mcoe.us Google Apps (domain not verified) Ctap1.org Google Apps (domain verified)

2 Methods to Verify domain ownership

A. Upload an HTML file with a special valueOR,

B. Create a special DNS CNAME record

Method A: Upload an HTML file

Uploading an HTML file1. Create an HTML file

2. Include the unique string of text provided in the control panel instructions in the body of the file.

3. Save it as googlehostedservice.html.

4. Upload it to http://your_domain.com.

5. Visit http://your_domain.com/googlehostedservice.html to see if the unique string of text is visible at that location. (Be sure to replace 'your_domain.com' with your actual domain name).

6. Click Verify in the control panel so that Google checks for

your HTML file.

Method B: Create CNAME Record

CNAME records are records with your domain name settings. They verify you in order to activate Google Apps You can create a CNAME record with your domain host.

Go to site below for more details: http://www.google.com/support/a/bin/answer.py?answer=47283

7 minute training presentation: http://services.google.com/apps/resources/admin_breeze/VerifyingYourDomain/index.html

See “Help with CNAME record” document.

Domain Hosting

Who is my domain host?

1. Visit www.google.com

2. Search for NS lookup.

3. Select a search result. http://www.kloth.net/services/nslookup.php

4. Type your domain name into the tool.

5. Select NS records or Any records for your query.

6. Click Look it up.

Step 3: Customize Google Apps

Google Apps lets you easily modify a variety of settings that apply to your entire organization.

Upload your logo via the control panel so it appears on the sign-in pages and in the applications themselves.

Set up custom sign in page addresses, like http://mail.your-domain.com

Configure the Start Page for your organization. Create and publish web pages for your site. Integrate Google Apps with your existing IT

infrastructure.

Step 4: Create User Accounts

From the control panel, create as many user accounts as your organization needs.

Add users individually. Click the 'User accounts' tab and then the 'Create a new user' link. Enter your first user's real name, choose their username, and record the temporary password. Then, click the 'Create new user' button. Repeat as needed.

Add users in bulk If you run out of user accounts, clicking the 'Request

more users' link will notify Google.

Step 5: Migrate Email MX record

Configure your domain's Mail Exchange (MX) records to activate email delivery. MX records determine where email to your domain is routed.

Each domain hosting company has a different process for changing MX records

Google has detailed instructions for many hosts. Please note it can take up to 48 hours for your MX record changes to take effect.

Email Migration Guide:http://www.google.com/a/help/intl/en/admins/resources/setup/step_five.html

See “Help with MX record” document.

Step 6: Deploy Google Apps

As part of the deployment process, you'll need to: Notify your users of the change to Google Apps Give them the usernames and passwords that you set up in

Step 3. Direct your users to the sign in pages for your Google Apps

services, which you can find in the control panel.

Share helpful tips and tricks with your users. Google deployment guide

http://www.google.com/support/a/bin/answer.py?answer=67775 Sample notification emails Links to training presentations

Best practice tips

Implementation Guidelines for Educational Institutions

To make sure we're all speaking the same language: go live = the date that your users can start using Google Apps

1-3 months before go live:

Let your users know about the planned switch!

'Google Apps is Coming' Preparation Message #1 Information about how the switch will work (i.e. Will users'

email addresses change?) Information on the benefits of Google Apps to your users

Overview presentations of the products Post internal FAQ about the transition

1 month before go live:

Make sure administrators and help desk staff are being trained on Google Apps Admin training for Google Apps User training for Google Apps

Provide links to Admin Help Center and Discussion Group

Post internal FAQ about the switch (if you haven't done so already)

2 weeks before go live:

Remind users about the switch with details of day-to-day access

'Google Apps is Coming' Preparation Message #2 Details on how to access Google Apps after the

switch (i.e. What is the URL for email?) Link to internal FAQ about the transition Link to your school's support process Reminder for user training on Google Apps

At go live:

Follow-up with all essential information Have a welcome message waiting for them in

their new Google Apps inbox with helpful information on using Google Apps Link to internal FAQ about the transition Link to your school's support process Link to user training on Google Apps

1 day after go live:

Host an in-person session with your internal tech support team (if applicable) to answer any user questions

1 week after go live:

Notify the press of the new tools you've given your users (optional)

Sample press release

First 10-20 weeks after go live:

Send weekly 'Tip of the Day' emails to get the most out of Google Apps

Individual Productivity Tips Group Productivity Tips

Learning Videos

Comprehensive Overview (12 minutes)

Attend an online seminar

Intro to Apps Verifying Domain

Email Chat Start Page Calendar Web Pages Docs

School Resource

Here's a nice resource for Schools looking to migrate to Google Apps Education Edition: https://www6.acu.edu/confluence/display/%7Elangford/Google+Apps+for+E...

This site goes through the considerations and questions many universities and schools face when

thinking about the move to Google Apps.

Additional Resources

Google Apps Administrator Help Center http://www.google.com/support/a

Troubleshooting tips FAQs Education http://www.google.com/support/a/bin/answer.py?answer

=67775 Google Apps End User Help Center

http://www.google.com/support/a/users Google Apps Help Group

http://goups.google.com/group/hosted Learning Center URL:

http://services.google.com/apps/training