1. Google Apps (Education Edition) A step guide to a successful deployment January 10 th, 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/Google Apps 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/your-domain/ http://www.google.com/a/mcoe.ushttp://www.google.com/a/mcoe.us (example) http://www.google.com/a/ctap1.orghttp://www.google.com/a/ctap1.org (example)

7. Step 2: Domain Verification When, why, and how do I verify domain ownership? When, why, and how Must complete to activate Google App services Mcoe.us Google Apps (domain not verified) Mcoe.us Ctap1.org Google Apps (domain verified) Ctap1.org 2 Methods to Verify domain ownership A. Upload an HTML file with a special value OR, B. Create a special DNS CNAME record

8. Method A: Upload an HTML file Uploading an HTML file 1. Create an HTML file 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 http://your_domain.com. 5. 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). 6. 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 http://www.google.com/support/a/bin/answer.py?answer=47283 7 minute training presentation: http://services.google.com/apps/resources/admin_breeze/Verifyin gYourDomain/index.html http://services.google.com/apps/resources/admin_breeze/Verifyin gYourDomain/index.html See “Help with CNAME record” document.Help with CNAME record

10. Domain Hosting Who is my domain host? 1. Visit www.google.com www.google.com 2. Search for NS lookup. 3. Select a search result. http://www.kloth.net/services/nslookup.php http://www.kloth.net/services/nslookup.php 4. Type your domain name into the tool. 5. Select NS records or Any records for your query. 6. 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.comsign in page addresses http://mail.your-domain.com Configure the Start Page for your organization. Configure the Start Page Create and publish web pages for your site. Create and publish web pages 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 individually 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. Configure your domain's Mail Exchange (MX) records 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.detailed instructions Email Migration Guide: http://www.google.com/a/help/intl/en/admins/resources/setup/step_five.html See “Help with MX record” document.Help with MX record

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 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 transitioninternal FAQ

17. 1 month before go live: Make sure administrators and help desk staff are being trained on Google Apps Admin training for Google Apps Admin training User training for Google Apps User training Provide links to Admin Help Center and Discussion GroupAdmin Help Center Discussion Group Post internal FAQ about the switch (if you haven't done so already)internal FAQ

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 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 transitioninternal FAQ Link to your school's support process Reminder for user training on Google Appsuser training

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 Appswelcome message Link to internal FAQ about the transitioninternal FAQ Link to your school's support process Link to user training on Google Appsuser training

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

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+A pps+for+E... https://www6.acu.edu/confluence/display/%7Elangford/Google+A pps+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 http://www.google.com/support/a/bin/answer.py?answer=67775 Google Apps End User Help Center http://www.google.com/support/a/users http://www.google.com/support/a Google Apps Help Group http://goups.google.com/group/hosted Learning Center URL: http://services.google.com/apps/training