what not to do google apps: deploying - etouches · google groups enable google groups for business...
TRANSCRIPT
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Deploying Google Apps: What Not To Do
Andrew SchwabBerryessa Union School District
http://bit.ly/gafetips
Mark MahacekMerced County Office of Edu.
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Agenda
● Initial Setup & Planning● Syncing With Active Directory● Mail Migration Strategies● Hybrid Mail and Coexistence● User Training● Features Your Users Will Miss● Archiving With Vault● Google Drive● Google Groups● Questions
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Some Vocabulary
● Apps Admin Console (Dashboard/CPanel)○ https://admin.google.com
● Migration - Moving from one email system to another
● Power Users - "Troublemakers"● Legacy Email System - Exchange● Legacy Email Client - Outlook
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Initial Setup and Planning
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Initial Setup & Planning
● Test your deployment● Choose your domain name wisely● Choose your naming scheme wisely● Plan your deployment timeline● To password sync or not to password sync
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Test Your Deployment
● Set up an extra Apps organization for testing the deployment
● You can register multiple domains under one account
● You can have a separate “g.dusd.net” for planning
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Don't:
● Start with one primary domain and switch to another○ district.k12.ca.us○ dusd.net○ mydistrict.org
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Don't:
● Create accounts with long usernames and difficult passwords○ [email protected]○ [email protected]○ [email protected]
● Forget to differentiate student accounts from staff○ Append a student disclaimer footer○ Use child domains
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Don't:
● Forget to place student accounts in Sub Orgs
● Migrate 1600 staff accounts the week you leave for a new job
● Migrate users over a four month period● Rely on Local Contact Groups - They fail on
Mobile
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Syncing With Active Directory
● Google Apps Directory Sync (GADS)○ Runs on any workstation/server○ Scheduled Task or CMD line
● Google Apps Password Sync (GAPS)○ Runs on every Domain Controller○ Syncs Password on Password Change
● Check for updates● Works with multiple child AD domains at
once○ GADS with enterprise admin and GAPS with local
domain LDAP user
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Mail Migration
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GAM Tips
Bulk Uploading via CSV places all users at the top level
So use GAM to Add Users to an OU after the upload
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Migration In Flow
Exchange
User Inbox
Forward Rule
Gmail Inbox
@dusd.org
@district.k12.ca.us
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Migration Out Flow
Exchange
User Inbox
Forward Rule
Gmail Inbox
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Migration Complete
Exchange
User Inbox
Forward Rule
Gmail Inbox
Unity VM
Email Routing (Forwarding) By User
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Mail Migration Strategies
● Google Apps Migration For Microsoft Exchange○ (Server Based)
● Google Apps Migration for Microsoft Outlook○ (Client Based)
● Google Apps Sync For Microsoft Outlook○ Legacy client access to hosted inbox
● Other Options● Migration from Exchange & Outlook Video
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Migrating with GAMME
778 Accounts, 3.1 Million Emails
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● Change email domains in the middle of migrating users with GAMME.○ @distict.k12.ca.us to @dusd.net
● And then run GAMME multiple times on the same accounts. Users get duplicate email!
*If I remigrate the same e-mail for a user will it duplicate e-mail in the user’s account?
No.*from http://www.google.com/support/enterprise/static/gapps/docs/admin/en/gapps_exchange_migration/2.1/troubleshooting.7.3.html
Don't:
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Don't:
● Migrate users before they have checked their folder names for special characters:
● Change any folder names* that conflict with Google's naming rules. The following characters are not allowed:
colon (:), semi-colon (;), dash (-), carat symbol (^), forward slash (/), backslash (\) or a double-space. To be safe, remove any characters that are non-alpha/numeric. A single space is okay.
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Hybrid and Coexistence
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Hybrid and Coexistence
● Hybrid deployment with Staff hosted on internal Exchange and students hosted on Gmail
● Requires student accounts to have their own child domain
● Keep staff MX records internal and setup student MX records to forward to Google○ dusd.org MX mail.district.k12.ca.us○ student.dusd.org MX aspmx.l.google.com
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Hybrid, Cont
● Staff still have access to all other Google services
● Notifications get sent to Exchange address● Initial deployment will work best with GADS
and GAPS and then have all users change their AD password
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User Training
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User Training
● None or "The Milpitas Way"● Scheduled PD, 2 Hour Intro Sessions● Volunteer PD, 1 Hour Intro & App Specific● A Google Apps Help Site (Template)● GAFE Summit
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Don't:
● Assume users will remember to open a browser instead of opening Outlook
● Assume users will remember their GAFE password, even though it's synced with their AD password
● Assume users know how "Tabbed Browsing" works
● Assume users will use Chrome or Firefox or anything besides IE to login to GAFE
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Don't:
● Expect everyone will get the same login page
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Outlook Features Users Might Miss
● Delayed Send● Scheduled Recurring Send● Task Reminders (Google Now)● Sorting By Sender (Search by sender)● Snoozing Reminders● Phone message light (for VOIP users)
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Don't:
● Use Outlook (Unless you really have to)
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Archiving with Vault
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"Archiving" With Vault
● https://ediscovery.google.com/
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Default Retention Period
● Set to a ridiculously high length otherwise messages will be removed from inboxes
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Google Drive
● Don't: Expect Users To Fill Up Their Own Drive
● Do: Create Resource Accounts (They're Free)
○ Space is calculated based on the owner of non-Google documents ○ Drive space calculation: https://support.google.com/drive/answer/2375194?hl=en
● [email protected] to replace network drives● Shared folders are awesome● Ownership can only be transferred within an
organization, otherwise you have to copy
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Google Groups
● Enable Google Groups for Business● Domain managed groups - AD synced● User managed custom groups - Google-only● Mail contact groups - Personal lists● Can be used for mailing lists and/or security
permissions
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Questions?
This Presentation: http://bit.ly/gafetips
Andrew:http://anotherschwab.wordpress.comhttp://smallschoolbigtech.comhttp://rebootedpodcast.com
Mark:http://plus.google.com/+MarkMahacek