Google Apps Admin Help

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Oct 30, 2013 (3 years and 7 months ago)

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Google Apps Admin Help

Google Apps Setup Guide



1.
1. Introduction

1.

If you have Google Apps Premier Edition on a non
-
production domain, you can
cancel your free trial by visiting your control panel, clicking >
Domain settings
,
and selecting the
Account
information

tab.


Then, sign up with your production domain at
http://www.google.com/a
.


You will be directed to return to this setup guide once you've signed up for your
new domain.

2.

Many customers have moved to G
oogle Apps in a matter of hours or days.>


Here are they key steps to this process.



Create user accounts


You can create users one
-
by
-
one or in bulk.



Migrate old data


You can move over any old data into Google Apps such as mail, calendar
and contacts.



Set up desktop clients and mobile devices


You can configure desktop clients such as Microsoft Outlook or mobile
devices like Blackberries or iPhones.



Set up mail


Work with your domain host to switch MX records and deliver your
domain's mail to your Googl
e Apps account.

Proceed to the next section to get started with creating users.



Tell us how we're doing
: Please
answer a
few questions

about your experience to
help us improve the Google Apps Setup Guide.

3.


4.


5.

We're excited that you're ready to set up Google Apps for your organization.

6.

This setup guide will cover basic and advanced configurations for businesses and
schools so
you can get up and running smoothly.>

You can move through the 10 sections in order, or jump to a particular section
using the links on the left.

If you're interested in live help, please join one of our Getting Started webinars. In
these sessions, a Googl
e Apps technical advisor will go through the steps to get
you setup on Google Apps. They last approximately a half hour and are a great
way to understand the basics of getting started as quickly as possible. The
sessions take place at the following times:



Mondays at 12pm PST/8pm GMT



Wednesdays at 9am PST/5pm GMT

Click here to register


You can also view the presentation from the webinar
here
.

7.

Before you can set up Google Apps, you have to verify that you own your domain
name. Verification does not disrupt your existing services, and ensures that only
authorized adm
inistrators can manage Google Apps for your domain. >

Your Google Apps control panel will indicate whether or not you've verified
ownership yet.

8.

To activate your account, you need to verify that you own your domain name.
Verification does not disrupt your

existing services, and ensures that only
authorized administrators can manage Google Apps for your domain.>


We recommend that you verify ownership right away.

You can create a CNAME record or upload an HTML file without influencing
your existing email ac
counts or web pages. These changes will either happen
through your web host or your advanced DNS provider, and you may require their
assistance.

Requirements



Access to your advanced DNS is required for the CNAME method. You
may need to contact your domain
host



Web hosting is required for the HTML method.

How to do it

You have two options to verify that you own the domain:
create a CNAME record

or
upload an HTML file
.

Click
Activate Google Apps

at the top of your control panel to select a method.
Both methods require that you sign in to your account with
your domain host
.

If instructions for your domain host aren't provided, or you're having trouble
creating your CNAME record, please contact your domain host directly. Google
provides the necessary infor
mation for a CNAME record, but doesn't support your
domain host's user interface beyond the
CNAME record guide
.

Once you've completed the appropriate steps with your do
main host, be sure to
click
Verify

to finish the process in the Google Apps control panel. You'll know
when verification is complete by checking the status of your services. Next to
Calendar, for example, it will say
Active

instead of
Updating
.

9.

If you have

more than one domain name, make sure you choose which name
you'll use for your Google Apps account carefully.>


We recommend that you sign up with the domain you utilize most, or the one that
serves as your primary business identity for messaging and coll
aboration. For
instance, use
organic
-
city.com

as your production domain name rather than
test.organic
-
city.com
.


Signing up for your production domain name will not disrupt your existing mail
system or website.


If you need to receive mail at multiple domain names, you can configure a
domain alias. See Section 4 for additional details.

10.

If you've signed up a different domain name than your production domain, we
suggest starting again. We don't currently support do
main name changes to your
Google Apps account.>


If you do continue testing on a non
-
production domain name, you'll need to create
a new account with your production domain name once you're ready to deploy
Google Apps to your organization.

11.

Do you want to
pilot, or switch now?

12.

Setting up a phased process allows you transition to some of your users to Google
Apps. Many customers have set up a pilot in a matter of hours or days.>


Contact a Deployment Specialist
. We offer free assistance to qualified
organizations that plan to roll out Google Apps Premier Edition within 3 months
to more than 50 employees.


There are several key areas to the pilot process
, and you can find additional
details on these topics in the following sections of this guide.



Set up mail


Setting up mail routing properly allows your users to use Google Apps in
their daily work. Pilot users' mail will be delivered to both Google Apps
and your old mail system. Pilot users will be able to email non
-
pilot users,
and vice versa.



Migrate old data


You can choose to migrate all of your data over to Google Apps or to start
fresh without migrating any data. There are a number of ways to
migrate
mail, calendar and contacts, each with distinct benefits and trade
-
offs.



Set up desktop clients and mobile devices

You can set up desktop clients such as Microsoft Outlook or mobile
devices like Blackberries or iPhones.

To get started, proceed to
the next section.



Tell us how we're doing
: Please
answer a few questions

about your experience to
help us improve the Goog
le Apps Setup Guide.

13.

In this first section, we'll cover several introductory topics, including how to:



Sign up with the production domain name you intend to use



Verify domain ownership



Run a phased deployment (pilot), or switch now

You can skip this secti
on if you purchased your domain name through
GoDaddy.com or eNom.com when you signed up for Google Apps.

14.

Most organizations transition their users to Google Apps at one time. This is the
simplest and most efficient method. >


Other domains opt to transiti
on their users over time via a pilot or a phased
deployment. This allows larger enterprises to evaluate Google Apps before rolling
out to the entire organization, or to deploy in phases to subsets of their
organization.


Pilots should be run on your produ
ction domain. Your pilot can run
simultaneously with your old system, without causing service disruption.


Subsequent sections of this guide will walk you through this process.

2.
2. Create users

Create some or many users

1.

One of the steps every organization takes when setting up Google Apps is
creating user accounts. Before you begin, you should be aware of a couple
key things:



Users can have nicknames, which are alternate addresses they can
send and receive from. Users ca
n belong to groups, which will
send messages to one address (such as allstaff@acme.com) to
many users.



You cannot change a username.



Delegate administrator rights carefully. Administrators are
considered normal users, but with the ability to manager serv
ices
and change users passwords.



If you delete a user, you will be unable to recreate them for five
days and all of their data, including any Documents, Spreadsheets
and Presentations that they own, is unrecoverable

There are a couple of ways to create us
er accounts

Create users within the Control Panel. This is recommended for most
organizations. It is the most straight forward and quickest method.

Create many users at once with a CSV Larger organizations can use
a CSV to upload and update many users at

once. You can upload about
1,000 users per CSV.

Create users programatically with APIs or sync with your LDAP.

2.

To create users in the control panel, follow these easy steps:

1.

Click
Create new users
.

2.

Enter the new user's
First Name
,
Last Name
, and desired
Username

in the appropriate fields.

Google Apps automatically generates an initial, or temporary,
password for each new account you create. If you would like to
customize a user's password, click
Set password
. Then, enter the
password in both

fields. Passwords are strongly recommended to
be at least 8 characters.

3.

Click
Create new user
.

If you need to create many users, you can use a CSV to provision users in
bulk. You can upload about 500 users at a time with a CSV, so you may
need to do thi
s several times.

You can create or update usernames, first names, last names, passwords
and whether the user should require a password change. Most
organizations require a change of password for newly created user
accounts.

It takes upwards of half an hour to process each CSV. You'll receive an
email when it's done.

To start, visit the
Users and groups

tab of your Control Panel and click
Upload Many users at once
. There you'll be walked through a three step
process, includin
g formating your CS, choosing your update options and
uploading the file.

Note:

Your Control Panel is accesible at http://www.google.com/a/
your
-
domain.com
, where your
-
domain.com is the name of your domain.

For large enterprises and educational institutio
ns, we provide several
advanced methods for creating or syncing users.

Provisioning API


The Provisioning API will allow you to programatically integrate Google
App with your existing directory and identity management systems, such
as LDAP (for example, Mi
crosoft Active Directory). Implemeneting the
Provisioning API requires
-
in
-
house programming or working with a
Google Apps Solutions Provider. Learn more....

Single Sign On FINSH

2.

Each service allows various ways to transfer and retain user data.


In most

cases, you have the option of saving data locally or transferring it another
Google Apps account at your domain.

How to do it

When a user leaves, you'll need to either
change their password

or
suspend their
account

prior to deleting it. You'll be able to transfer and retain their data while
discontinuing access to the account.


For each service, we've documented the steps to keep and transfer users data prior
to deletion:



Mail

Before deleting the user, you can log into the user's account and export his
or her mail to another account or to a computer using
Mail Fetcher

or
POP
and IMAP
, respectively.


Alternatively, message archiving for up to 10 years is available through
Postini

(this can
not be applied retroactively).



Calendar

You can log into the user's account to export their primary calendar events
and store them locally on a computer or import them to another Google
Apps account. Note that event attendees and event recurrences won't be

exported. For more information on exporting and importing calendars visit
the
Calendar Help Center
.


If the user owned any secondary calendars that you need to kee
p, you'll
need to add an additional user at the domain to the calendar who can
"Make changes AND manage sharing."



Documents and presentations

For documents and presentations, you can log into the users account and
reassign ownership prior

to deleting the account.



Spreadsheets

For spreadsheets, you can advise collaborators to
create a

copy

and then
share the new copy with any viewers or collaborators.



Sites and videos

No action is required for sites and videos. As an administrator, you can
view and manage all sites and videos at your domain, even if the person
who created or uploaded
them has been deleted.

3.

When you're ready to remove a user from your domain, follow the steps below to
delete his or her account.

0.

Click
User accounts

along the top of your control panel.

1.

Locate the user you'd like to delete and check the box next to his
or her
name.

2.

Click
Delete

and confirm that you'd like to delete the account by clicking
Delete users and emails
.

4.

To avoid losing important data, you have the option of transferring and retaining
user data.


If you'd like the data to be deleted permanently, you don't need to take any
additional action before deleting user accounts.

5.

Now that you've created users, continue on learn how to set up mail and use other
services.



Tell us how we're doing
: Please
answer a few questions

about your experience to
help us improve the Google Apps Setup Guide.

6.

With Google Apps Directory Sync,
you can sync provision users and groups
based on user data in your LDAP server, such as Microsoft Active Directory or
Lotus Domino. Google Apps Directory Sync connects to your Google Apps
account and adds/deletes user accounts to match your existing organi
zational
schema.

Please note that Google Apps Directory Sync is not intended to support password
syncing with Active Directory. To sync passwords for web access, we
recommend implementing a
Single Sign
-
On.
.

Requirements



Premier or Education edition



Microsoft Active Directory, Lotus Domino, and most generic Open LDAP
servers. Novell Groupwise is not cur
rently supported



Windows XP (SP2) / 2003 / Vista, Solaris, Linux



Read and execute administrative access over to your LDAP server.
Experience with LDAP queries and servers.

How to do it

The Google Apps Directory Sync configuration wizard guides you through
customizing your synchronization and the mapping of your LDAP user list to
your Google Apps users, nicknames and groups. To manage your
synchronization, you can perform test synchronizations, and configure change
limits, notifications, and scheduled synchr
onizations.

To download Google Apps Directory Sync, read the administration guide, watch a
video or attend a webinar visit the
Google Apps Admin Help Center
.

7.

When you get started with Google Apps, you'll need to create accounts for the
users in your organization.

8.

In this section, we'll cover how to:



Create users



Add nicknames (also known as aliases)



Remove users (and retain or delete their data)

9.

We provide a
few options for how to create users: you can create these accounts
individually from within your control panel, create many accounts in bulk, or use
scripts and integration with your LDAP server to create hundreds of users.

10.

You can upload information for a
round 500 users at a time with a CSV file using
the
bulk account update method
. You can use the CSV file either to create new
user accounts or to update existing accounts.


It can take about half an hour for our systems to process one CSV. The time it
tak
es to compile the CSV will depends on the size of your organization.

How to use the bulk update method

0.

Create a properly formatted CSV file containing account information for
your pilot users.

Format the CSV file as a table, with the first line containing
the following
field names in this order:
username
,
first name
,
last name
,
password
.
For example:


A

B

C

D

1

username

first name

last name

password

2

picasso

Pablo

Picasso

59h731

3

claude.monet

Claude

Monet

6d8945

4

lilies

Georgia

O'Keeffe

319w56


Note:



Passwords in the file must be at least 6 characters.



For an administrator account, first add information in the file as
normal user account, and then assign administrator privileges to
the account after you create it.



If possible, export your users t
o a CSV file from your current user
management system, and then open the file in a spreadsheet editing
program to make sure that the entries are correctly formatted. You
can also create a new spreadsheet to upload.


1.

When you’re ready to upload the CSV file to Google Apps, sign in to your
Google Apps control panel: Visit
http://www.google.com/a/your_domain.com and enter your administrator
user name and password.


The number of users that currently exist in your accoun
t appears in the
box at the top of your Google Apps dashboard. Below, you’ll see the
number of accounts available at your domain. Check this number to make
sure you have enough space for your pilot users. If you need more users,
contact Google support or y
our Google representative.


2.

Click the
User accounts

tab at the top of the dashboard.


3.

Click
Upload many users at once.


4.

On the page, under step 2,
Choose update options
, the following appears:




Create new accounts
: Any accounts in your CSV file that don’t
currently exist at your domain are added to your account. This
option cannot be unchecked.



Update existing accounts
: If this box is checked, any user names
in the CSV file that also exist in your Google Apps account are
updated with the display names and
passwords in the CSV file. If
the box is unchecked, entries for existing users in the file are
skipped.




Require a password change
: If this box is checked, users must
change their passwords when they first access their accounts.


5.

Click Browse...

to find and open the CSV file containing your user
accounts, and then click
Upload and Continue
.


6.

On the next page, preview the entries to upload. If the system detects any
issues with your file, an error appears on this page, indicating which part
of the

file was affected.


7.

If all your entries are correct, click
Confirm and upload
. However, if
there are any errors, click Upload a different file to go back and correct the
errors.


After you submit the CSV file, the system begins provisioning the users
you

specified. A message appears, to indicate that the update is in
progress. Depending on the size of the file you’re uploading, provisioning
can take up to 30 minutes to complete. No other status reports appear on
this page. However, if you want to check yo
ur upload, click the User
accounts tab, where newly provisioned accounts appear in the user list.


You’ll also receive an email notification when the upload is complete.

11.

To add and manage a large number of users at once, you can use the Google Apps
Provisi
oning API. This allows you to integrate Google Apps with your existing
corporate directory and identity management systems, such as LDAP (for
example, Microsoft Active Directory).


We recommend this method for large enterprises and schools; note that it re
quires
in
-
house programming or working with a Google Apps Solutions Provider.

We also have a Directory Sync tool you can use for managing users, groups and
permissions. We don't recommend using this as a provisioning tool. See the next
step for more information.

Requirements:



In
-
house programming and staff or working with a Google
Apps Solutions
Provider



Premier or Education Edition

How to get started:

To start, you must first enable access to the provisioning API for your domain (go
to
User accounts > Settings

in your Google Apps control panel).

Then see the resources listed belo
w for information on implementing the API,
either with your own development staff or with a Google Apps Solutions
Provider.

To implement the API, we recommend reviewing the following resources:



Google Provisioning API Developer's Guide




Google Apps
Provisioning API Video




Provisioning Toolkit

(Web interface for creating and updating accounts)



Google Solutions Marketplace

12.

You can create user accounts from within your control panel with just a few
clicks.

How to do it

0.

Visit the
Users and Groups

tab of your Google Apps control panel.

1.

Click
Create new users
.

2.

Enter the new user's
First Name
,
Last Name
, and desired
Username

in
the appropriate fields.

Google Apps automatically generates an initial, or temporary, password
for each new account you create. If you'd like to customize a user's
password, click
Set password
. Then, enter the password in

both fields.
We strongly recommend that passwords be at least 8 characters.

3.

Click
Create new user
.

13.

Nicknames are alternate email addresses you can create for users if you'd like
them to be able to send and receive mail at an additional address.


Some co
mmon use cases for nicknames include receiving mail at common
variation of a username, such as a differently formatted username or alternate
spelling. For instance,
jon.smith@domain.com

may want to add
jon.s@domain.com
,
john.smith@domain.com
,
j.smith@domai
n.com

and so on.


You'll be allowed to create ten times as many nicknames as there are total user
accounts in your domain. The maximum number of nicknames a single user
account can have is 30 (but you won't be able to create 30 nicknames for every
user).


In later sections of this guide, we'll cover groups and domain aliases. Groups, also
known as distribution lists or mailing lists, will deliver messages sent to one
address to one or more users. Domain aliases allow users to send and receive
messages with
an alternate domain name (such as
jon.smith@domain
-
alias.com
).

How to do it

0.

Click
User accounts

along the top of your control panel.

1.

Locate the user for whom you'd like to enter a nickname, and click his or
her name.

2.

Click
Add a nickname
.

3.

Enter the alternate username in the field under
Add a nickname
.

4.

Click
Save Changes
.

5.

The user will now be able to receive messages sent to the nickname. To
send mail from the nickname, follow
these instructions.
.

14.

When a user leaves your organization, Google Apps provides you the option to
delete the user and transfer and retain or delete and purge their data. This allows
businesses to reuse Premier Edition licenses as em
ployees come and go. We
encourage schools to allow students to keep their accounts.


Note that this topic is not part of the setup process; it won't apply to your
organization until someone leaves. But, we want you to understand the
implications of deletin
g a user ahead of time.


In the next steps, you'll learn about:



What happens when a user is deleted



Retaining data as need



Delete users

15.


16.

For large enterprises and educational institutions, we provide several advanced
methods for creating or syncing
users.

Provisioning API


The Provisioning API will allow you to programatically integrate Google App
with your existing directory and identity management systems, such as LDAP (for
example, Microsoft Active Directory). Implemeneting the Provisioning API
re
quires
-
in
-
house programming or working with a Google Apps Solutions
Provider. Learn more....

Single Sign On FINSH

17.

To create users in the control panel, follow these easy steps:

0.

Click
Create new users
.

1.

Enter the new user's
First Name
,
Last Name
, and de
sired
Username

in
the appropriate fields.

Google Apps automatically generates an initial, or temporary, password
for each new account you create. If you would like to customize a user's
password, click
Set password
. Then, enter the password in both fields.
Passwords are strongly recommended to be at least 8 characters.

2.

Click
Create new user
.

3.
3. Access apps

1.

Setting up Google Apps desktop features requires a simple download.

Requirements



Google Chrome

Download now



Microsoft Windows

How to do it

Visit the
Advanced tools

tab of your control panel to download Google Apps
desktop features. You can copy the download link and share it with your users.

2.

Proceed to the next section of the guide to learn how to set up mail.



Tell us how we're doing
: Please
answer a few questio
ns

about your experience to
help us improve the Google Apps Setup Guide.

3.

Web address mapping allows users to access your sites through one of your
subdomains such as www.domain.com or intranet.domain.com.

Requirements



Ability to create a CNAME on your ad
vanced DNS

How to do it

Using "example.com" as the example domain, and example
-
site as the site, the
standard URL for a site would be,
http://sites.google.com/a/example.com/example
-
site. You could change this to
http://www.example.com through the Google Ap
ps control panel. Here's how:

1.

Access the Site Settings screen in the Google Apps control panel

2.

Select the
Web Address mapping

tab

3.

Select
Add a new web address


4.

Enter the location of the site you want to map (example
-
site in the
example above)

5.

Enter the sub
-
domain you wish to map it to (www in the example below)

6.

Select add mapping and follow the instructions provided. Depending on
your domain registrar you might need to make
CNAME changes
. You will
be provided directions after you select "Add mapping" to do this if
required.

Note: there can be up to a 24 hour delay for these changes to propagate.

This can be done for private sites as well, but users wi
ll be redirected to the
standard URL. So, a user might access a private site via http://private
-
wiki.example.com but would be redirected to the standard URL of
http://sites.google.com/a/example.com/private
-
wiki.



4.

With Google Apps desktop features, you ca
n install Microsoft Windows desktop
shortcuts to Google Docs, Calendar and Gmail. These shortcuts are pre
-
configured to work with accounts on your domain, and launch Google Apps
services in a streamlined Google Chrome browser window.

5.

Custom URLs are simple

URLs you choose that redirect to the login page for a
service. To set up a custom URL, you'll need to work with your domain host to
modify your advanced DNS.

Requirements



Ability to create a CNAME on your advanced DNS

How to do it

1.

Sign in to your control panel.

2.

From the
Services settings

drop
-
down menu, select any service.

3.

In the web address section for the service you selected, click
change
URL
.

4.

Select the radio button next to the custom address field, and type your new
web addres
s. Some example names include mail, www, inbox, home,
pages, calendar, events, and main.


Click
Change URLs for all domain services

to customize all URLs at
once. You'll still have to create a
CNAME record

for each custom URL.

5.

Click
Continue
.

6.

Follow the instructions to create a CNAME record with your domain host.
(Skip this step if you purchased you
r domain from one of our domain
registration partners, GoDaddy or eNom during the sign
-
up process.)



For example, to enable a custom URL such as
mail.example.com
,
create a CNAME record that points
mail

to
ghs.google.com



Step
-
by
-
step CNAME instructions for your domain host


7.

Click
I've completed these steps
.

6.

Web address mapping allows you to host Google Sites at specific URLs.


For example, you can use

http://www.domain.com

instead

of
http://sites.google.com/a/domain.com/example
-
site
.



Custom URLs provide easier access to services.


Example:

http://mail.domain.com

redirects

to
https://mail.google.com/a/domain.com
.



For more convenient access to Googl
e services and sites, you can create a
custom URL

or a
web address mapping
. In this section, both will be covered.



A
custom URL

provides an easily remembered URL that redirects to the actual URL for
the service login page.


For example:

http://mail.domain
.com

redirects

to
https://mail.google.com/a/domain.com
.



A
web address map

actually changes the URL for a given site. Web address maps do not
redirect.


For example:

you can use
http://www.domain.com

instead

of
http://sites.google.com/a/domain.com/example
-
site
.



You can
always

access your account with the URLs below:



Control Panel: http://www.google.com/a/your
-
domain.com



Mail: http://mail.google.com/a/your
-
domain.com



Calendar:
http://calendar.google.com/your
-
domain.com



Docs: http://docs.google.com/a/your
-
domain.com



Sites: http://sites.google.com/a/your
-
domain.com

In each case, replace "your
-
domain.com" with your actual domain name.





Access services using the default URLs



Set

up custom URLs and web address mapping, (e.g. create a Google Site at
http://www.domain.com.)



Deploy Google Apps desktop features for easy and familiar access



There are several ways to access your Google Apps account. In this section you'll learn abo
ut
ways to make service access easier for your users.

This section includes the following info:





4. Set up mail

1.

question

2.

Other

In order to help us provide you with the right set of instructions, please let us know
some more about your current email
system. Do you have the ability to ...

forward mail

to external addreses?

If not, can you current server support
POP3

connections?

Or, you can do neither of these options.

7.

If you've decided to switch some of your users, setting up mail routing is the first step.
You will not be required to modify MX records and users on your existing mail system
will not be affected. Users on both Google Apps and your old

system will be able to send
out from your actual domain name.

Setting up mail delivery depends on what current mail configuration. Please select
what best describes your current system below.

Hosted or on
-
premise
Microsoft Exchange

IBM Lotus Notes

Host
ed Webmail

such as GoDaddy! or Yahoo! SmallBusiness

MTA, gateway, edge appliance or something similar

Something else

Host

Record Type

Priority

S
erver

@

MX

1

[old mail system]

@

MX

5

[old mail system]

galias

MX

1

aspmx.l.google.com

galias

MX

5

alt1.aspmx.l.google.com



Before Google can host your email, you'll need to change these MX records to point to our
servers. Mail Exchange (MX) records control how incoming email is routed for your domain.

You have the option of switching all mail at once, setting up a phased rol
l out or doing light
weight testing.Most of these configurations can be completed within under an hour.

Depending on which path you choose, the timing of mail setup with either be the first
configuration step, or your last configuration step.

Here and the
mail delivery optoins for your to review:

One time switch

-

This method is done by many organizations and is the easiest and
quickest

Phased

-

If you'd like to deploy for a subset of your users or pilot Google Apps, this option
will allow you to use both your old system and Google Apps without disruption.

Testing

-

We provide an option to allow you to send and receive mail on your new Google
Apps domain without modifying your old system. This method is used by customers to allow a
small number of users (less than 10) to use Google Apps for a short period (around a couple
weeks).

Domain registration

-

If you registered your domain with eNom or

GoDaddy through
Google Apps, then you should be complete with the mail setup process.

Postini Serivces

-

Postini provides domain
-
wide spam control, compliance services and
the ability to append an outbound footer.

No mail delivery

-

Some organizations c
ontinue to use their existing mail service in
conjunction with Google Apps collaboratoin tools, such as Google Docs and Google Sites.



gatacch, google talk, apple etc



You've now learned about the core aspects of configuring Google Apps mail. We'll remind
you when it's time for you to actually switch mail in section 10 of this guide.

Continue on to set up calendars, contacts and more.



Tell us how we're doing
: Please
answer a few questions

about your experience to help us
improve the Google Apps Setup Guide
.



In switching to a web
-
based client from a desktop client, one of the things your users may
notice is how Gmail handles notifications and mailto links.

Notifications alert users that they've received an incoming message. This section addresses
desktop

mail notifications. Section 8 addresses mobile notiifications.


Mailto links reference email addresses. When clicked, they place an email address in the to field
of the message of your default system client.

How to do it

PC users



The best option to re
ceive notifications and configure mailto links is to use
Google Talk
. By
default, you'll be alerted to incoming mess
ages.

1.

Download and install Google Talk.
Download it now
.

2.

To have Google handle mailto links, click
Settings

in Google Talk.

3.

In the
General

section check
Open Gmail when I c
lick on email links
.


Note that not all mailto links will be handled by Google Talk, such as links outside of a
web browser. For further integration with the Windows desktop or alternative options for
maillto links, consider a third party product in the
Google Solutions Marketplace
.

Mac Users



Mac users OS X 10.4 and above, can use the Google Notifier for Mac for notifications and
handling of mailto links. To learn mor
e, visit the
download page
.



Setting up an email signature instructions



Many

users append a signature to the bottom of their outgoing messages. With Gmail, you can
easily configure a plain text signature by visiting the
settings

tab of your mail account. Your
users will be able to add and modify their signatures themselves.

HTML o
r rich text signatures are not currently supported. There are several
third party options
available

if this is a crucial requirement.

If you'd like to app
end a footer to all outbound messages, can can activate the Postini service.
Postini is covered in section 9 of this guide.

How to do it

1.

Sign in to your Google Apps mail account.

2.

Click
Settings

at the top of the page.

3.

Enter your new signature text in the box at the bottom of the page next to the
Signature

option. As you type, the radio button will shift from
No Signature

to the text box.

4.

Click
Save Changes
.

Gmail adds your signature in grey at the very bottom of your
message. Signatures are separated
from the rest of your message by two dashes.

If you don't want your signature to appear on a specific message, you can delete it manually
before sending the message. Just highlight the text and delete it before sending.




By choosing to enable Gmail Labs, your organization can try out some of Gmail's newest
features. Some of these features are quite useful for businesses and organizations, so we've
allowed Premier and Education Edition administrators to opt
-
in to Gmail Lab
s for their domain.

Because Gmail Labs are experimental, they may break and aren't supported by the Google Apps
support team.

Examples of Gmail Labs that may be useful in a business or school setting include:



Gmail Offline



Tasks



Search Autocomplete



Messa
ge Translation



Advanced IMAP Controls

Requirements



Gmail Labs are available for all editions



Internet Explorer 7.0+, Firefox 2.0+, Safari 3.0+, or Google Chrome

How to do it

Google Apps administrators need to opt
-
in to Gmail Labs by checking the
enable Gmail labs
for my users

checkbox in the
Email Settings

of your control panel. Once you'e enabled Labs, it
can take 24 hours for them to appear in your accounts. Note that
voice and video c
hat

are not part
of Gmail Labs, and can be enabled or disabled separately in the same part of your control panel.

If you run into problems with a lab, go to
http://mail.google.com/mail/?labs=0

to temporarily
disable Labs and get your account back to normal.

If you have a question or feedback about labs, visit the
Labs feedback group


If you're interested, new labs will be pos
ted to the
Gmail Blog

as they're released.





There are a couple of settings that you may want configure, test and use right away after.
This section applies to both those running a one
-
time switch to Google Apps for their
organization, and those running phased deployments and pilots for some of the
ir users. The
topics covered in this section include:



Enabling Gmail Labs and setting up Google Tasks and Gmail Offline



Configuring a signature



Understanding notifications and mailto links



Setting up a domain alias is much like verifying ownership a
nd switching MX records for your
primary domain. It should take less than an hour to configure. Though, keep in mind that it may
take longer for the DNS changes to propagate.

Requirements



Access to the advanced DNS for a domain and the ability to change
its MX records

How to do it

1.

Log in to your control panel at panel at https://www.google.com/a/your_domain.com. Be
sure to replace your_domain.com with your actual domain name.

2.

Click
Domain settings
.

3.

Click
Domain names
.

4.

In the
Domain alias

section, click

Add a domain alias
.

5.

Add the domain name you want as an alias, and click
Continue and verify domain
ownership
.

6.

Follow the instructions to verify domain ownership by uploading an HTML file or
creating a CNAME record with your domain host.
Step
-
by
-
step CNAME instructions for
your domain host


7.

Click
Verify and continue to set up email delivery
.

8.

Follow the instructions to modify your MX records with your domain host.
Step
-
by
-
step
MX instructions for your domain host


9.

Click
I have completed these steps
. It may take up to 48 hours for your MX records to
update.

You can check the status of
the domain alias next to the domain name in the
Domain names

section of your control panel. If you've just clicked
Verify

or
I have completed these steps
, it
should read
Updating
.



Nicknames are alternate addresses for users to set up mail accounts.



Because your MX records already point to Google Apps, making the full switch will be very
easy. Review and learn about the process below. We'll remind you to do this step in section 10,
when you're ready to switch over your entire organization.

How to d
o it

Once you're ready to switch everyone over, simply purchase and create additional users as
needed.


Once a user, nickname, or group has been created in Google Apps for all addresses that receive
mail at your domain, you can change your pilot configuration to a production deployment by
simply removing the Google Apps email routing setup that sends copies
of your messages to
your existing email system.



If you're currently using a hosted web
-
mail provider, you can configure dual delivery in the
Google Apps Control Panel.

This allows you to switch your MX records to Google and continue to have mail deliv
ered to
your old webmail solution.

In this configuration, all email is delivered to Google Apps, which routes it to your existing
email system. Pilot users receive their email on both Google Apps and your existing email
system.




Requirements



Premier or

Education Edition



Your current email system must send messages out to the Internet



Access to advanced DNS to change MX records for domain name

How to do it


1.

In the control panel, click
service settings
, and select
Email
.

2.

In the Email routing section, click
Add a destination

and enter the information for the
server to which you want to route mail during migration. If your mail server's hostname
is the domain name, then you'll need to create a new MX record pointing to this
server
(example: routing.domain.com IN MX 10 domain.com.)

3.

For the
Deliver email for

option, select...

o

All Accounts

to have all mail delivered to Google and your old solution. This is
considered a dual delivery.

o

Provisioned accounts

only to have mail deli
vered to Google and your old
solution just for the users you've created on Google Apps

o

Unknown Accounts

to have all mail delivered to Google and then only sent to
your old solution for users that haven't been created on Google Apps. This is
considered a s
plit delivery.




4.

If you want to make sure that messages addressed to unprovisioned email addresses aren't
lost during migration, we recommend creating a catch
-
all address to 'drop' mail in your
old mail system.

5.

Lastly, change your domain's MX records to

point to Google's mail servers (
Instructions
)

Mail will now be routed according to the settings you configured in step 3 of this process.



If

you can forward messages outside of your domain, you can configure a dual delivery easily
and without interrupting your existing mail flow.

All email is delivered to your old server, and pilot users receive their messages on the old server,
as usual. The

old server also sends copies of pilot users’ messages to Google Apps.

Requirements



A mail server that can forward incoming messages outside the domain



Premier or Education Edition for proper handling of Spam filtering



Subdomain or alternative domain that

has Google MX records

How to do it

Part 1:
Add a domain alias in Google Apps

The first step in configuring dual delivery is to add a domain alias in Google Apps, so
Google Apps can receive email sent to a subdomain or another non
-
primary domain.

For exam
ple, if you add the alias gtest.solarmora.com to the Google Apps account for
solarmora.com, all of your users can receive email at addresses in the format
user@gtest.solarmora.com in their inboxes for user@solarmora.com.

You can add a domain alias to Goog
le Apps using any domain or subdomain for which
you can create a CNAME record and MX records. In most cases, it’s best to create a
subdomain at the existing primary domain and use it as alias in Google Apps; therefore,
the following steps refer to adding a
n alias with a subdomain. However, the steps also
apply to using an non
-
primary domain.

Follow these steps to add your domain alias in Google Apps:

1.

Log in to your Google Apps control panel: Visit
http://www.google.com/a/your_domain.com and enter your administrator user
name and password.

2.

Click the
Domain Settings

tab at the top of the dashboard, and then click
Domain Names
.

3.

In the
Domain alias

secti
on, click
Add a domain alias
.

4.

Enter the subdomain you'd like you mail server to forward messages to.

Make sure to add a subdomain that isn't already in use by your organization, such
as gtest.your_domain.com.

5.

Click
Continue and verify domain ownership
.

P
art 2:

Verify and configure the subdomain

After you add your subdomain in Google Apps as an alias, you must verify ownership of
your domain and configure MX records for the subdomain to point to Google’s servers.

To ensure email delivery to the subdomain

you added as an alias in Google Apps, you
must verify ownership of your domain, before you change the MX records for the
subdomain. The instructions for verifying domain ownership appear in the control panel
after you complete the steps to add the alias.

To verify ownership of your domain and change MX records for your subdomain:

o

If you need to return to the instructions for verifying your domain:

In the control panel, click
Domain settings > Domain names
.

In the
Domain alias

section, click
Activate alia
s

below the alias you want to add.

2.

Select the method you want to use to verify that you own your domain:

o

Upload an HTML file
: Create an HTML file containing a unique string of letters
and numbers and upload it with your domain host to the location specified.

o

Change your CNAME record
: Create a unique CNAME record with your
domain host. Make sure you create the CNAME record for
your subdomain,
rather than for your primary domain. For example, to verify the domain alias
gtest.solarmora.com, create a CNAME record for
google1ace5670012f99fe.gtest.solarmora.com, which points to google.com. Also,
make sure to copy and paste your uniqu
e string from the control panel.

3.

When you've made the necessary changes with your domain host, return to your Google
Apps control panel and click
Verify and continue to setup email delivery.


4.

In the drop
-
down menu on the page that appears, select your doma
in host to display
instructions for changing the MX records for your subdomain to point to Google's mail
servers. However, do not follow the instructions exactly, because they explain how to set
the MX records for your primary domain, not a subdomain.

5.

Acc
ess your domain hosting system to create the subdomain you just added as an alias,
then configure the MX records for the subdomain only to point to Google's mail servers,
using the server addresses provided in the instructions.

Once you've configured your
MX records, return to the instructions page in your Google
Apps control panel, and click I have completed these steps. Our system will begin
checking for your HTML file or CNAME record and your MX records. The status of
your verification appears on the Dom
ain names tab.

If you have questions about setting MX records for a subdomain, contact your domain
host for assistance. It can take up to 48 hours for our system to detect the changes you've
made. If your alias isn't active after 48 hours, verify with you
r domain host that all
settings are correct, and then contact Google support or your Google representative for
further assistance. Once our system detects the changes for the subdomain, the alias
appears as “Active.”

6.

Finally, to ensure proper spam classif
ication of messages routed through your old mail
server, add the outgoing IP addresses of your your old mail server server to the
Inbound
gateway

section of the
Email Settings

section of your control panel.

Take caution that you enter the IP addresses in t
he
Inbound Gateway

field, not the
Email whitelist


7.

Note that because your MX records don't point to Google's servers, the control panel will
indicate that mail is not active. However, this warning is only cosmetic and will be
disabled once you switch entir
ely to Google.

Part 3:

Configure mail delivery for your old mail server

Lastly, you'll need to configure forwarding for your pilot users. Once you've done so,
mail addressed to them will route through your old server and then be forwarded to
Google Apps.



If you're unable to forward messages, we suggest considering a one
-
time switch and change
MX records once you're comfortable with the product.

Continue on to learn more about doing a one
-
time switch and changing MX records.



Once

you're ready to switch everyone to Google Apps, it's easy to move from a pilot to a
deployment. We'll remind you to return back to this step section 10, when you're ready to switch
for your entire organization. Review the instructions and learn about the
process below.

How to do it

1.

If you're on Premier Edition, you may need to purchase additional users

2.

Create any additional users, nicknames or groups that need to receive mail for your
domain

Proceed to the next step to learn about how to switch MX records

for the entire domain.



When creating a domain alias, mail addressed to
user@def.com

and
user@ghi.com

will be
delivered to the inbox of
user@abc.com
.


Many organizations need to allow users to send and receive mail from additional domain names.
For instance, you may also own a .org or .net version of your domain.

In Google Apps these additional or alternate domain names are called
domain aliases
. If you
own the domains
abc.com
,
def.com

and
ghi.com
, you can create a primary Google Apps account
for
abc.com

and add
def.com

and
ghi.com

as domain aliases to
abc.com
.



If you can auto
-
forward messages from your old server to an external address, then you can
easily set up a dual delivery. Forwarding can occur on domain wide level or a user level.



Follow these instructions if you are piloting Google Apps or are planning to configure co
-
existence with a Lotus IBM Notes Domino Server and Google Apps.

All email

is delivered to your Lotus Notes server, and pilot users receive their messages on the
server, as usual. Lotus Notes also sends copies of pilot users’ messages to Google Apps.



Requirements



Administrative access to Domino Directory



Premier or Education

Edition for proper handling of Spam filtering



Subdomain or alternative domain that has Google MX records

How to do it

Part 1:
Add a domain alias in Google Apps

The first step in configuring dual delivery is to add a domain alias in Google Apps, so
Google

Apps can receive email sent to a subdomain or other non
-
primary domain.

For example, if you add the alias gtest.solarmora.com to the Google Apps account for
solarmora.com, all of your users can receive email at addresses in the format
user@gtest.solarmora
.com in their inboxes for user@solarmora.com.

You can add a domain alias to Google Apps using any domain or subdomain for which
you can create a CNAME record and MX records. In most cases, it’s best to create a
subdomain at the existing primary domain and

use it as alias in Google Apps; therefore,
the following steps refer to adding an alias with a subdomain. However, the steps also
apply to using an non
-
primary domain.

Follow these steps to add your domain alias in Google Apps:

1.

Log in to your Google Apps

control panel: Visit
http://www.google.com/a/your_domain.com and enter your administrator user
name and password.

2.

Click the
Domain Settings

tab at the top of the dashboard, and then click
Domain Names
.

3.

In the
Domain alias

section, click
Add a domain
alias
.

4.

Enter the subdomain you'd like you mail server to forward messages to.

Make sure to add a subdomain that isn't already in use by your organization, such
as gtest.your_domain.com.

5.

Click
Continue and verify domain ownership
.

Part 2:

Verify and configure the subdomain

After you add your subdomain in Google Apps as an alias, you must verify ownership of
your domain and configure MX records for the subdomain to point to Google’s servers.

To ensure email delivery to the subdomain you a
dded as an alias in Google Apps, you
must verify ownership of your domain, before you change the MX records for the
subdomain. The instructions for verifying domain ownership appear in the control panel
after you complete the steps to add the alias.

To ve
rify ownership of your domain and change MX records for your subdomain:

o

If you need to return to the instructions for verifying your domain:

In the control panel, click
Domain settings > Domain names
.

In the
Domain alias

section, click
Activate alias

belo
w the alias you want to add.

2.

Select the method you want to use to verify that you own your domain:

o

Upload an HTML file
: Create an HTML file containing a unique string of letters
and numbers and upload it with your domain host to the location specified.

o

Change your CNAME record
: Create a unique CNAME record with your
domain host. Make sure you create the CNAME record for your subdomain,
rather than for your primary domain. For example, to verify the domain alias
gtest.solarmora.com, create a CNAME record
for
google1ace5670012f99fe.gtest.solarmora.com, which points to google.com. Also,
make sure to copy and paste your unique string from the control panel.

3.

When you've made the necessary changes with your domain host, return to your Google
Apps control panel
and click
Verify and continue to setup email delivery.


4.

In the drop
-
down menu on the page that appears, select your domain host to display
instructions for changing the MX records for your subdomain to point to Google's mail
servers. However, do not follow

the instructions exactly, because they explain how to set
the MX records for your primary domain, not a subdomain.

5.

Access your domain hosting system to create the subdomain you just added as an alias,
then configure the MX records for the subdomain only
to point to Google's mail servers,
using the server addresses provided in the instructions.

Once you've configured your MX records, return to the instructions page in your Google
Apps control panel, and click I have completed these steps. Our system will b
egin
checking for your HTML file or CNAME record and your MX records. The status of
your verification appears on the Domain names tab.

If you have questions about setting MX records for a subdomain, contact your domain
host for assistance. It can take up
to 48 hours for our system to detect the changes you've
made. If your alias isn't active after 48 hours, verify with your domain host that all
settings are correct, and then contact Google support or your Google representative for
further assistance. Once
our system detects the changes for the subdomain, the alias
appears as “Active.”

6.

Finally, to ensure proper spam classification of messages routed through Lotus Notes,
add the outgoing IP addresses of your Lotus Notes server to the
Inbound gateway

section
of the
Email Settings

section of your control panel.

Take caution that you enter the IP addresses in the
Inbound Gateway

field, not the
Email whitelist


7.

Note that because your MX records don't point to Google's servers, the control panel will
indicate that

mail is not active. However, this warning is only cosmetic and will be
disabled once you switch entirely to Google.

Part 3:

Configure mail delivery in Lotus Notes

Follow the steps one through three described on the
IBM support site

to create a Global
Domain Document in your Domino Directory and to send email via SMTP for addresses
outside of the local internet domain. The Global Domain Document should exclude the
Google Apps subdomain (e.g., ga
lias.your_domain.com) forcing email sent to your
Google Apps users to route via SMTP over the internet to Google's servers.

For more information on configuring your Lotus IBM Notes Domino Server see the IBM
Support & downloads site at
http://www
-
1.ibm.com/support
.

Please note that this section contains links to help content managed by IBM. While
external help content can be an excellent resource, the Google Apps support team is not
responsible for
the content of these articles.



If you're transitioning from hosted or on
-
premise Microsoft Exchange, you will need to
configure a shadow domain and configure mail forwarding using Active Directory.


Messages will still route to your Exchange server. From there, Exchange will then forward a
copy of these messages to a subdomain for your domain that is configured as a domain alias in
Google Apps.

All email is delivered to your Exchange server, and pilot

users receive their messages on the
server, as usual. Exchange also sends copies of pilot users’ messages to Google Apps.






Note that you will not have to Change MX records for your primary domain or modify mail flow
for non
-
pilot users.

This process

should take a couple hours to setup and then a matter of minutes to configure for
new users moving forward.

Although these steps have only been tested in Exchange 2003, they should be very similar to the
setup steps for other versions of Exchange.

Requir
ements



Administrative access to Active Directory



Premier Edition for proper handling of Spam filtering



Subdomain or alternative domain that has Google MX records

How to do it

Part 1:
Add a domain alias in Google Apps

The first step in configuring dual delivery is to add a domain alias in Google Apps, so
Google Apps can receive email sent to a subdomain or other non
-
primary domain.

For example, if you add the alias gtest.solarmora.com to the Google Apps account for
sola
rmora.com, all of your users can receive email at addresses in the format
user@gtest.solarmora.com in their inboxes for user@solarmora.com.

You can add a domain alias to Google Apps using any domain or subdomain for which
you can create a CNAME record and

MX records. In most cases, it’s best to create a
subdomain at the existing primary domain and use it as alias in Google Apps; therefore,
the following steps refer to adding an alias with a subdomain. However, the steps also
apply to using an non
-
primary d
omain.

Follow these steps to add your domain alias in Google Apps:

1.

Log in to your Google Apps control panel: Visit
http://www.google.com/a/your_domain.com and enter your administrator user
name and password.

2.

Click the
Domain Settings

tab at the top of th
e dashboard, and then click
Domain Names
.

3.

In the
Domain alias

section, click
Add a domain alias
.

4.

Enter the subdomain you'd like you mail server to forward messages to.

Make sure to add a subdomain that isn't already in use by your organization, such
as gt
est.your_domain.com.

5.

Click
Continue and verify domain ownership
.

Part 2:

Verify and configure the subdomain

After you add your subdomain in Google Apps as an alias, you must verify ownership of
your domain and configure MX records for the subdomain to p
oint to Google’s servers.

To ensure email delivery to the subdomain you added as an alias in Google Apps, you
must verify ownership of your domain, before you change the MX records for the
subdomain. The instructions for verifying domain ownership appear
in the control panel
after you complete the steps to add the alias.

To verify ownership of your domain and change MX records for your subdomain:

o

If you need to return to the instructions for verifying your domain:

In the control panel, click
Domain
settings > Domain names
.

In the
Domain alias

section, click
Activate alias

below the alias you want to add.

2.

Select the method you want to use to verify that you own your domain:

o

Upload an HTML file
: Create an HTML file containing a unique string of letter
s
and numbers and upload it with your domain host to the location specified.

o

Change your CNAME record
: Create a unique CNAME record with your
domain host. Make sure you create the CNAME record for your subdomain,
rather than for your primary domain. For e
xample, to verify the domain alias
gtest.solarmora.com, create a CNAME record for
google1ace5670012f99fe.gtest.solarmora.com, which points to google.com. Also,
make sure to copy and paste your unique string from the control panel.

3.

When you've made the nece
ssary changes with your domain host, return to your Google
Apps control panel and click
Verify and continue to setup email delivery.


4.

In the drop
-
down menu on the page that appears, select your domain host to display
instructions for changing the MX record
s for your subdomain to point to Google's mail
servers. However, do not follow the instructions exactly, because they explain how to set
the MX records for your primary domain, not a subdomain.

5.

Access your domain hosting system to create the subdomain you

just added as an alias,
then configure the MX records for the subdomain only to point to Google's mail servers,
using the server addresses provided in the instructions.

Once you've configured your MX records, return to the instructions page in your Google

Apps control panel, and click I have completed these steps. Our system will begin
checking for your HTML file or CNAME record and your MX records. The status of
your verification appears on the Domain names tab.

If you have questions about setting MX rec
ords for a subdomain, contact your domain
host for assistance. It can take up to 48 hours for our system to detect the changes you've
made. If your alias isn't active after 48 hours, verify with your domain host that all
settings are correct, and then cont
act Google support or your Google representative for
further assistance. Once our system detects the changes for the subdomain, the alias
appears as “Active.”

6.

Finally, to ensure proper spam classification of messages routed through Exchange, add
the outgo
ing IP addresses of your Exchange server to the
Inbound gateway

section of
the
Email Settings

section of your control panel.

Take caution that you enter the IP addresses in the
Inbound Gateway

field, not the
Email whitelist


7.

Note that because your MX recor
ds don't point to Google's servers, the control panel will
indicate that mail is not active. However, this warning is only cosmetic and will be
disabled once you switch entirely to Google.

Part 3:

Configure dual delivery with Active Directory

Once your domain alias is up and running, you’re ready to configure your Exchange
server for dual delivery. Because each user account in Exchange can only have one email
address associated with it, you’ll need to create an Active Directory Contact object f
or
every user who will be using dual delivery.

Here’s how to add a Contact object for one of your users:

1.

Open Active Directory Users and Computers.

2.

Connect to the domain you’re using in your pilot.

3.

Create a new organizational unit to house Contact objec
ts for your pilot users and
name it
Google Apps Pilot
. Right
-
click the new organization, point to
New
, and
select
Contact
.

4.

Enter the new contact information as shown in the following figure.


Enter the pilot user’s first and last name as usual, but make
sure to note in the
contact’s display name that it is associated with your Google Apps Pilot. For
example, Jane Smith’s display name is “Jane Smith (Google Apps Pilot).” It’s
important to add this note to each contact you create for your pilot users, to he
lp
distinguish between the new contact and the existing primary user account.



5.

Click
Next
. Accept the default alias provided.

6.

Verify that the
Create an Exchange e
-
mail address

check box is selected, and
then click
Modify
.



7.

In the
New E
-
mail Address

box, select
SMTP Address
, and then click
OK
.



8.

In the
Internet Address Properties

box, enter the user's Google Apps subdomain
alias e
-
mail address in the
E
-
mail address

field, and then click
OK
.



9.

Click
Next
, and then click
Finish
.



10.

You’ve successf
ully added a Contact object for one of your pilot users.

11.

Optional: To avoid confusion, hide the newly created Contact object from the
Exchange Global Address List for your domain, as follows:

1.

Return to Active Directory Users and Computers and navigate to

the
organization in which you stored your new contacts.

2.

Next, double
-
click the contact you’d like to modify.

3.

In the
Exchange Advanced

tab, check the box next to
Hide from
Exchange address lists
.



4.

Click OK to save the change. Repeat this process for each Contact object.


12.

Complete these steps for each pilot user.


After you’ve added Contact objects for your pilot users, set up dual delivery for each user
in Active Directory, as follows:

13.

Open Activ
e Directory Users and Computers.

14.

Connect to the domain in which your pilot users are stored, and navigate to the
appropriate organization.


Note that in this phase of setup, you must access the settings for your primary user
accounts, not the Contact obj
ects you just created.

15.

Double
-
click the user you want to modify.

16.

On the
Exchange General

tab of the properties window, click
Delivery Options
.



17.

In the
Forwarding address

section, select
Forward to
, and then click
Modify
.



18.

Type in the address of the contact you entered for this user. You can click
Check
Names

to look up the contact. Click
OK
.



19.

In the
Delivery Options

window, verify that the correct display name is shown in
the
Forward to

box.


The contact should be label
ed as “Google Apps Pilot,” which you added when
you set up the Contact object. If you see only the user’s first and last names, you
may have entered the user’s primary account rather than the secondary contact. If
so, email won’t be forwarded to Google App
s.



20.

Check or uncheck the box next to
Deliver messages to both forwarding address
and mailbox
.


Especially at the beginning of your pilot, you may want to deliver pilot users
email to both Google Apps and your mail server, to ensure you have a backup.
U
ncheck the box if you want pilot users to access new messages only in Google
Apps.


Keep in mind that changes you make to this setting will take effect immediately.
Make sure you communicate to your users about these changes before
discontinuing delivery
to their Exchange mailboxes.

21.

Click
OK
, then click
OK

again to complete configuration.

22.

Repeat these steps for each pilot user.


You’ve now successfully configured dual delivery on your Exchange server.



Review these instructions now, but don't switch
your Mail Exchange (MX) records until
you've reached section 10 of this guide. We'll remind you to return here when it's time to switch
them.


MX records determine where mail is delivered when someone sends mail to your domain name.

In order to have Google

host your mail, you'll need to switch your MX records to point to
Google's servers. This process involves working with your domain host. You can make these
changes in under an hour, however, it can take longer for them to propagate.

If done properly, the
re will be no downtime for your organization.

Requirements



Ability to modify your advanced DNS



All users that need to receive mail at the domain have been created as users, nicknames
or groups

How to do it

1.

In your control panel, below the
Service
Settings

section of the page, and next to the
Email icon, click
Activate Email
.

2.

Click
Change MX records
.

3.

Follow the instructions to change your MX records with your domain host.

4.

Each hosting service has slightly different instructions for changing MX re
cords.


If your domain host isn't listed below? Follow the
general MX record instructions
.




1and1.com




123
-
reg




4d Web Hosting




BT broadband office




cPanel




DirectAdmin




DNS Park




dnsExit




Domain Direct




Domain explorer




DreamHost




Dynadot




DynDNS.com




Enom.com




EveryDNS.net




eurodns




gandi.net




GoDaddy.com




Hsphere




iCodia




ix web hosting




Lxlabs




MyDomain.com




myhosting.com




Name.com




Namecheap.com




Namesecure




NearlyFreeSpeech




Netfirms




nettica.com




NetworkSolutions




Neustar




No
-
IP




Registerfly.com




vserver.de




Webhost4life




WebsiteSource




WHM




xname.org




Yahoo!SmallBusiness




iPowerWeb




ZoneEdit



5.

Your MX records can propagate in as quickly as an hour. However, it can take up to 48
hours. You can check the status by conducting an MX record lookup.


Enter your domain name:

By
DNSstuff.com


MX Record Lookup




Enter domain name



You

have the option of switching everyone at your organization to Google Apps at once or
running a pilot and moving over users to Google Apps in several phases.


If you're ready to switch now, you'll need to change your Mail Exchange (MX) records. This
should

be the last step of your Google Apps setup process. For now, we suggest that you review
the instructions in this section for switching, and we'll remind you to actually switch your mail in
the final section of this guide.


If you're running a pilot for s
ome of your users, you'll configure a dual or split delivery in which
messages can be delivered to your old mail system and Google Apps. You can set up dual or
split delivery now, or as soon as your pilot users are ready to start using Google Apps.


If you

purchased your domain name from one of Google’s registration partners, GoDaddy or
eNom, Google will configure your MX records for you.



When you sign up for Google Apps and register a domain with out registration partners, we'll
auto
-
configure your MX r
ecords.

You should now be able to send and receive mail at your new domain.



If you're looking to test Google Apps on your domain name, we provide a temporary email
address that allows you to receive email for your actual domain. You should use the temp
orary
address should only for a couple of weeks and should never rely upon it as a permanent delivery
method.

Each user in your domain will be assigned a temporary email address to receive mail. Temporary
email addresses have '.test
-
google
-
a.com' appended
to the end, so your temporary email address
will look like this:

user.name@your_domain.com.test
-
google
-
a.com.

Temporary email addresses are not used for sending mail; mail sent from your account will only
include your actual domain and won't include the te
mporary appendage.

Requirements



Ability to auto
-
forward messages sent to your old server



Verified domain ownership



MX records that haven't been switched

How to do it


1.

In the control panel, click
User accounts

from your Dashboard view.

2.

Click your name (or the name of an account you'd like to test.) Make a note of the
Temporary email

address listed below the username.

If temporary email addresses are not available for users at your domain, you can test
Google Apps with a
domain alias
.


3.

Log in to your current personal or work email account (unrelated to Google Apps) and set
up auto
-
forwarding to the temp address with Google Apps. (ex.
danielle@thatsthewhip.co
m.test
-
google
-
a.com) Yes, we know it's an ugly address, but it's
only temporary.

4.

Log in to your Google Apps mail account at
(http://mail.google.com/a/your_domain.com).

5.

Send a message to a separate email account that you can check. (Don't choose an email
account that is automatically forwarding to your domain).

Note: If you see
Can't send mail yet

when you click
Compose
, we haven't finished
verifying ownership of your domain. It can take up to 48 hours.

6.

Access the separate email account that you sent a me
ssage to and reply back to your
current personal or work email account.

7.

Check the inbox of your Google Apps Email account for the message. It should arrive to
your temporary address via forwarding from your current mail provider.

8.

The temporary user email

address will remain as a nickname for your user accounts for
some time after you've activated email by configuring your MX records. The temp
address will not disappear immediately, but will be deleted eventually.

9.




If you've decided to switch to Google
Apps for some of your users, your first step is to set up
mail routing.


You won't be required to modify MX records and users on your existing mail system will not be
affected. Users on both Google Apps and your old system will be able to send mail from yo
ur
domain name.

Dual delivery can be configured in a matter of several hours.


How you set up phased mail delivery depends on your current mail system.



Note that mail migration, mobile setup, Microsoft Outlook configuration, and Postini
activation are
covered in later sections of the guide.



In this section, we'll walk you through how to:



Choose how and when to switch mail on or set up dual delivery



Set up a domain alias if you'd like to receive mail at an additional domain



Turn on Offline Gmail, Task
s and other Gmail Labs



Configure a signature



Learn about mail notifications and mailto links



5. Set up calendars, contacts and groups

1.

If you organization needs a calendaring service, we suggest using Google Calendar.

2.

blah blah intro text blah blah

intro text

What option are you interested in?

First Node

Second Node

Third Node.

Fourth Node.

Fifth Node.

Sixth node

9.


10.


11.

This section will provide setup instructions and tips for the calendar, contacts and groups
services.

12.

This section will cover how to:

o

Set up calendar resources, create team calendars and delegate calendar access

o

Learn about personal and shared contacts
in Google Apps

o

Create and use sharing and communication groups, such as mailing lists

13.


14.

Calendar resource scheduling allows users to reserve shared spaces or devices, such as a
conference room or a projector.

15.

Resource scheduling is supported in the Premier

and Education Editions. Examples of
resources include conference rooms, projectors or any other shared space or thing. You
can make your resources accessible to everyone at the domain, or just some people.

It's important to note that administrators at th
e domain will always be able to see all
events and manage a resource calendar, so when you're testing resource functionality,
make sure to use both administrator accounts and non
-
administrator accounts.

Requirements

o

Premier or Education Edition

How to do
it

Part 1: Create resources


2.

Log in to your control panel.

3.

Under
Service settings
, click
Calendar
.

4.

Click the
Resources

tab.

5.

Click
Create a new resource
.

6.

Enter the resource name, type, and description.

7.

Click
Create resource
.

To edit resources, click the name of an individual resource and update the information for
your organization. Be sure to click
Save changes
. From here, you can view the email
address to access this resource in calendar.

Part 2: Manage resource


To manage a

resource for your organization, copy the resource's email address
from the resources setting. You can find it here: