Setting up Google Apps for your Small Business

Contents

Service overview and basics Configuring email delivery Accessing your services Migrating data (optional)

Google Apps Services Overview Messaging Gmail – Enterprise grade email with 25GB storage, fast search and mobile access

Docs – Document collaboration from anywhere, without attachments

Calendar – Personal agendas, scheduling and shared calendars

Sites – Secure, coding-free web pages for intranets and team sites

Collaboration Talk – Integrated instant messaging, voice and video chat

Video – Host and stream internal videos, secure sharing

Contacts – Manage personal contacts Groups for Business – Distributions and share internal email addresses lists, shared mailboxes, and discussion board functionality Security and archiving Postini Service – Spam protection and message policy enforcement (Business Edition Only)

Register for Google Apps Don't have your account yet? Register now.

Sign up with your actual domain

First things first

Meet your Setup Wizard

Visit google.com/a/YourCompany.com and click on the 'Setup' tab.

Let's see this in action!

Verify domain ownership ● Don't worry — this won't affect your website or email. ● Once verified, you can make full use of all services except email. ● We recommend creating a TXT record in your domain's DNS settings. ● Determine DNS host from a site such as easywhois.com. ● DNS can take up to 24 hours to update.

Create Users and Groups

Create users

● Add a user account ($50/user/year) for each person at your company who will need a discrete inbox. ● Nicknames (free!): alternate email address for a user. ● Groups (free!): email addresses that distribute to multiple users. Let's see this in action!

Set up Email Delivery

Your current mail flow probably looks like...

Google Apps mail flow

Best practices for switching email delivery ● Create all users in Google Apps before making the switch. ● Prepare your users for the switch: ○ Let them know when the change is occurring. ○ Provide training materials. ○ Have them log in through google.com with their new accounts. ● Change MX records on a Friday afternoon or during a period of light email traffic. ● MX records can take between 1 and 48 hours to change.

Not ready to switch email? ● Pilot Google Apps using dual delivery. ● Set rules on your legacy email system to forward to test aliases ([email protected])

Set up Email Access

We recommend using Gmail!

Configure other mail clients ● Google Apps Sync for Microsoft Outlook on PC: ○ Each user downloads the tool individually. ○ Runs in system tray. ○ Two way sync of email, calendar, and contacts. ○ Creates a new 'Google Apps Sync' profile in Outlook. ● We recommend IMAP for other clients.

Configure Mobile Devices

Android

iPhone and iPad Add as a Microsoft Exchange account:

BlackBerry

Download our Gmail app for email...

... and our Google Sync app for calendar and contacts.

To download, visit m.google.com from your device's browser.

Further Resources

Find more resources for help ● Setup Wizard in your control panel is the best setup resource.

● Support resources: ○ Easy to use help centers for admins and end-users. ○ 24/7 technical support specialists. ● Attend one of our weekly live webinars for additional help with the setup process. Register now! ● Head to the Marketplace to get hands-on assistance with setup from one of our small business implementation partners.

Migrate Your Data (optional)

Admin managed server-side options ● Google Apps Migration for Microsoft Exchange (GAMME) ○ Best choice if you're using MS Exchange. ○ Email, Calendar, Contacts from your local or hosted Exchange server. ○ On hosted Exchange, need full 'read' access over all mailboxes. ● IMAP migration using GAMME ○ Migrate emails, folders, read/unread status for each user on the domain. ○ Requires that your existing server supports IMAP. ○ Need to have the username and password for each of your users.

Individual client-side options ● Enable Email Migration API. ● Google Apps Sync for Microsoft Outlook (PC) ○ Can migrate data on initial setup as well as sync. ○ Email, Calendar, Contacts sync and migration. ● Google Apps Migration for Microsoft Outlook (PC) ○ Best if you want to migrate data out of Outlook but plan to switch to the Gmail interface. ● Google Email Uploader for Mac ○ Upload Email from Thunderbird, Apple Mail, and Eudora. ● POP Mail Fetcher.

● Manual export/import for contacts and calendar.

Thank you!