Google Apps Email

Take control of your email, reduce SPAM and any email born malware, benefit from multiple domain emails addresses. Google Apps is an

amazing product that gets your email onto the cloud – after all that’s where it should be – it’s an internet based solution!

Exchange to Google Apps Project

Overview

Preparatory Steps and Provisioning

  1. Our engineers will retrieve all Mailbox, Group and alias email address information from the Exchange server which are required to be provisioned on Google Apps. This will ensure all email addresses and destinations are catered for on the new system.
  2. We will verify with the customer the number of mailboxes to purchase on Google Apps system based on above findings.
  3. We will provision all email Domain Names and verify ownership of these on Google Apps.
  4. Our engineers will provision all Mailboxes, Groups and alias email addresses on Google System.
  5. We will create an Administrative User so you can reset passwords for other users, add aliases if desired, etc.
  6. We will then email a spreadsheet of all Usernames and Temporary Login passwords to your designated Administrative User.
  7. Your Administrative User will put this spreadsheet in a shared area and get all users to login to their mailboxes through a web browser. This is required to set their own secure passwords personally and activate their Google mailboxes. This also familiarises them with the Google Web interface – a great Outlook killer (if you are of the more adventurous type). This is also where all users will setup future Out of Office Messages.
  8. Our engineers will patch and update the software on all PC’s and laptops fully. These update are all free downloads which will be installed either by our Kaseya management software or an engineer will attend site to ensure the minimums requirements are met. These updates will require PCs to be restarted so users will be prompted to do so when ready.
  9. These are the Windows System requirements for Google Apps:
  10. Windows XP (32 bit) SP3
  11. Windows Vista (32 bit) SP1
  12. Windows Vista (64 bit) SP1
  13. Windows 7 (32 and 64 bit)
  14. Microsoft Outlook 2003® SP3
  15. Microsoft Outlook 2007® SP2 (or SP1 with hotfix)
  16. Microsoft Outlook 2010® (32 and 64 bit)

 

Migration

  1. iQuda will change the flow of email to go to Google Apps email system instead of Microsoft Exchange on your internal server. At this point we upload the email from the Exchange server.
  2. As soon as the email flow changes to Google, iQuda will go round each user and configure their email programs to look at the Google system instead of Exchange. During this period users waiting to be seen can access new emails and send new email by using the web interface for Google. Also these users in waiting can still access their historical emails using their current email programs however this will only be for reference. They will not be able to send email from the old email program and they shouldn’t perform any filing as the changes will not be reflected in Google.
  3. As we connect the user’s email programs to Google they will start to see their email importing to the Google Mailbox and consequently to their email programs. Now their historical email is now in the process of uploading to Google so not all visible in the email program. They can access their historical email using Webmail for Exchange which can be demonstrated. Once the migration is complete the users will not need to use the Exchange Webmail as all email will be visible in their email program.
  4. Essentially this completes the procedure and it is a case of waiting for all Company email to import/upload to Google.
  5. Find out how to plan a migration from Microsoft Exchange or another non Google Apps email service to Google Apps for Enterprises. If you use Outlook you can then import your previous email from Outlook to a google apps mailbox on Outlook.

Plan your Google Apps Migration – This is the engineering bit

Typically Google Apps will replace Microsoft Exchange directly and provide most of the functionality provided by Microsoft Exchange.  There are however a few scenarios with some limitations when using Google Apps with Outlook. While these limitations are minimal they are important if your organisation is making extensive use of public folders for storing attachments, e.g. public mailboxes and calendars, and email users are then copying or moving email or calendar items and / or attachments dragging between public folders or mailboxes.

Most of these limitations will disappear if your organisation does not require Microsoft Outlook so it would pay to spend time familiarising yourself with the Google Apps web interface. Some email users prefer the Google Apps Web interface as it does give additional functionality and various tools are available for this interface. An advantage all users will appreciate is a cost reduction if email users no longer require Microsoft Outlook.

To plan your migration get the following information to hand:

  1. Obtain full DNS control of your email domains. It would be advantageous to also have Name Server TTL control (Time to Live).
  2. What is your primary email domain? By primary we mean the domain you will normally send as. It is important that all users are created in Google Apps using this primary email domain. If specific users need to send / receive email from another domain this will be changed by the administrator and then effected by the user from the user control panel after initial setup.
  3. List the additional domains will you be using.
  4. Mailboxes required: Which of your users currently have a unique user email address. List these email addresses *Also refer to shared mailboxes below * In some scenarios you can allow users to use the same mailbox e.g. customersupport@xyz.co.uk or sales@xyz.co.uk
  5. List all email users email aliases. (In Google Apps these are called Nicknames)
  6. Does your organisation use distribution groups? If yes list these groups with email addresses and also list Which email users receive copies of emails sent to these addresses.
  7. How many shared mailboxes do you require? As above note that Some organisations use shared mailboxes to store copies of all email sent to specific addresses in a single mailbox location and then give designated email users permission to access this mailbox and sometimes these designated email users are also given the ability to “send from” the email address of this mailbox. These are loosely equivalent to Microsoft mail enabled public folders (Not shared calendars).
  8. Do you use shared calendars: You can create as many shared calendars as you like in Google Apps however there are some limitations with attachments replicating across users on Microsoft Outlook.
  9. Google Apps mobile device users. Which users require email on a mobile device and what mobile device are they using?
  10. Draw up a full list of usernames (primary email address) and associated user passwords.
  11. Designate a user who will be your Google Apps administrator. An administrator can be an individual, selected individuals or all mailbox owners.
  12. Advise if you need to prevent users accessing their email when not at your office? (requires additional work and cost)

Info for our engineering team

It is best that we have full DNS control and host the domain

  1. Lower TTL on MX records a week or so in advance.
    1. Create the CName required for Google domain ownership verification as per the Google Administrator Console
    2. Ensure Mailboxes have been created on Google Apps for users
  2. Generate a list of user Google Apps Login and passwords for site including URL to Google Apps Mailbox and forward this to customer.
  3. Now contact customer and train them to setup:
    1. Group emails (Exchange Distribution Groups) for respective users. First send URL to Google Group setup on KCSTS KB training video.
    2. Show customer admin how to setup NickNames (Aliases)
  4. Once this is done you are now in a position where MX records can be changed
  5. Contact customer and ensure that they get all users to login to Google Apps mail via Web Browser.
  6. Advise the customer that we are going to change the MX Records and that email will start coming into Google Apps mailboxes. Users must no longer send any email using their old email system. All email should then only be sent using Google Apps Email via the Web Browser. The old email system should now only for be used for referencing historical email.
  7. Change the MX Records.
  8. Google Apps Email now goes live and all users can send and receive email using a browser.
  9. Now go to Google Apps administrator panel and enable email migration API.

For Customer Outlook users to do

If users want to use Microsoft Outlook they can achieve this by importing email from their old Outlook profile or PST (Outlook Personal Store) onto the GoogleApps platform. This is achieved as follows:

  1. Download the latest version of the Google Apps Sync tool at https://tools.google.com/dlpage/gappssync
  2. Ask the main customer user to Watch the training video that demonstrates how to import a profile / PST onto Google Apps. Other users can be trained in a similar manner by main user if required.
  3. Now run the Google Apps Sync Tool by downloading from the above URL or accessing this from your Server as advised by your iQuda Engineer. Select the appropriate Profile as per the video.
  4. If a user needs to view and access their historical email during the import process they will need to attach the historical email PST to Outlook.
  5. If the email system used was an Exchange based solution users will first need to export their Exchange email to a PST (Outlook Personal Store). First selecting the top level folder in their email account (usually “Mailbox – username”, and then selecting “File”, “Import and Export”, “Export to a file”, “Personal Folder File (.pst)”, “Next”, now tick “Include subfolders” tick box, Click “Next” and select option required. Note the filename as this will be required when you import your email onto Google Apps.
    1. This is done on Outlook 2007 by selecting “File”, “Open”, “Outlook Data File” and simply browsing to the PST required. Note that multiple PST’s can be attached by following this process.

It is important to note that while the import is taking place Internet access will be slower than normal due to a large volume of data transferring over the broadband link to and from Google.

Look to the system tray and right click on the Google Apps Sync icon and set local mailbox size to unlimited. Close Outlook.

Note that the import procedure can take a while, dependent on the quantity of Outlook users and the size of the user mailboxes.

Find out more. Visit our cloud services page.