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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

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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: