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Google Apps (Education Edition)

Google Apps (Education Edition). A step guide to a successful deployment January 10 th , 2008. C alifornia T echnology A ssistance P roject www.ctap1.org. Agenda. Welcome and introductions Overview of agenda Questions/review of last Google training? Overview of prerequisites

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Google Apps (Education Edition)

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  1. Google Apps (Education Edition) A step guide to a successful deployment January 10th, 2008 California Technology Assistance Project www.ctap1.org

  2. 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

  3. Prerequisites • Must have a Domain name and prove ownership • ctap1.org • mcoe.us • Access to the DNS settings for your domain; Or, • Upload an HTML file to verify domain ownership

  4. 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

  5. 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/

  6. 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)

  7. 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 • Upload an HTML file with a special valueOR, • Create a special DNS CNAME record

  8. 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 http://your_domain.com. • 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). • Click Verify in the control panel so that Google checks for your HTML file.

  9. 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.

  10. Domain Hosting • Who is my domain host? • Visit www.google.com • Search for NS lookup. • Select a search result.http://www.kloth.net/services/nslookup.php • Type your domain name into the tool. • Select NS records or Any records for your query. • Click Look it up.

  11. 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.

  12. 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.

  13. 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.

  14. 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

  15. 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

  16. 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

  17. 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)

  18. 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

  19. 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

  20. 1 day after go live: • Host an in-person session with your internal tech support team (if applicable) to answer any user questions

  21. 1 week after go live: • Notify the press of the new tools you've given your users (optional) • Sample press release

  22. 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

  23. Comprehensive Overview (12 minutes) Attend an online seminar Intro to Apps Verifying Domain Email Chat Start Page Calendar Web Pages Docs Learning Videos

  24. 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.

  25. 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

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