Google apps education edition
1 / 25

Google Apps (Education Edition) - PowerPoint PPT Presentation

  • Uploaded on

Google Apps (Education Edition). A step guide to a successful deployment January 10 th , 2008. C alifornia T echnology A ssistance P roject Agenda. Welcome and introductions Overview of agenda Questions/review of last Google training? Overview of prerequisites

I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
Download Presentation

PowerPoint Slideshow about ' Google Apps (Education Edition)' - ganesa

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.

- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
Google apps education edition

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 ownership



  • Access to the DNS settings for your domain;


  • Upload an HTML file to verify domain ownership

  • Browser support prerequisite
    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
    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
    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
    Step 2: Domain Verification

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

      • Must complete to activate Google App services

      • Google Apps (domain not verified)

      • Google Apps (domain verified)

    • 2 Methods to Verify domain ownership

      • Upload an HTML file with a special valueOR,

      • Create a special DNS CNAME record

    Method a upload an html file
    Method A: Upload an HTML file

    • Uploading an HTML file

      • Create an HTML file

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

      • Save it as googlehostedservice.html.

      • Upload it to

      • Visit to see if the unique string of text is visible at that location. (Be sure to replace '' with your actual domain name).

      • Click Verify in the control panel so that Google checks for your HTML file.

    Method b create cname record
    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:

    • 7 minute training presentation:

    • See “Help with CNAME record” document.

    Domain hosting
    Domain Hosting

    • Who is my domain host?

      • Visit

      • Search for NS lookup.

      • Select a search result.

      • Type your domain name into the tool.

      • Select NS records or Any records for your query.

      • Click Look it up.

    Step 3 customize google apps
    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 infrastructure.

    Step 4 create user accounts
    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
    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
    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
    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
    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
    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
    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
    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
    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
    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
    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



    Start Page


    Web Pages


    Learning Videos

    School resource
    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
    Additional Resources

    • Google Apps Administrator Help Center


        • Troubleshooting tips

        • FAQs

        • Education

    • Google Apps End User Help Center


    • Google Apps Help Group


    • Learning Center URL: