Google Apps (Education Edition) by uvc10038


									Google Apps (Education Edition)

   A step guide to a successful deployment
                    January 10th, 2008

        California Technology Assistance Project

  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

    Must have a Domain name and prove

  Access to the DNS settings for your domain;
  Upload an HTML file to verify domain
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
        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:
Step 1: Sign up and Sign in
    Sign up for Google Apps at
        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: (example) (example)
Step 2: Domain Verification

     When, why, and how do I verify domain
         Must complete to activate Google App services
      Google Apps (domain not verified)
      Google Apps (domain verified)
     2 Methods to Verify domain ownership
     A.   Upload an HTML file with a special value
     B.   Create a special DNS CNAME record
Method A: Upload an HTML file
         Uploading an HTML file
     1.     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
     5.     Visit
            to see if the unique string of text is visible at that location.
            (Be sure to replace '' 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
        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:

    7 minute training presentation:
    See “Help with CNAME record” document.
Domain Hosting
      Who is my domain host?
     1.  Visit
     2.  Search for NS lookup.
     3.  Select a search result.

     4.   Type your domain name into the tool.
     5.   Select NS records or Any records for your
     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
    Configure the Start Page for your organization.
    Create and publish web pages for your site.
    Integrate Google Apps with your existing IT
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:
    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
        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
    '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            Email
     Overview (12 minutes)    Chat
    Attend an online         Start Page
     seminar                  Calendar
    Intro to Apps            Web Pages
    Verifying Domain         Docs
School Resource
    Here's a nice resource for Schools looking to migrate
     to Google Apps Education Edition:

    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
           Troubleshooting tips

           FAQs

           Education
    Google Apps End User Help Center
    Google Apps Help Group
    Learning Center URL:

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