The WIZARDS behind Google Apps ADVICE FOR ADMINS FROM ADMINS Pay no attention to that man – or woman – behind the curtain! Actually, that’s not true. When it comes to those dedicated IT professionals who are “behind the curtain,” you should pay attention. They are, in fact, crucial not only to the IT operation in general, but to the successful management of Google Apps in particular. These are the folks who ensure that Google Apps is properly set up and maintained so that it’s always available for everyone that relies on it. Ignore them at your own peril. We won’t make that mistake. Even better, we’ll make sure you don’t make that mistake. Google Apps is a dynamic collaboration platform that enables people to communicate better and be more productive. But it doesn’t happen by wizardry. It just appears that way. We’ve assembled a panel of experienced IT managers who are responsible for keeping Google Apps running in their organizations. We temporarily stopped them from pulling their levers and punching their buttons so they could share their collective wisdom with you. The goal is to help you with your jobs when you have to step back behind your curtain. We suggest you pay close attention. Contents We’re not in Kansas anymore ……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…4 Follow the Yellow Brick Road ……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…6 Data migration ..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…6 Account sync …..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…7 Customization ..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…8 No place like home…..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…9 Data storage ……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…9 Data security …..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…….. 10 If I only had a brain …..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…….. 11 Control Panel …..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…….. 11 Device management ……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…….. 12 Reports.……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…….. 12 Somewhere over the rainbow …..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…….. 14 Help Mr. Wizard…..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…….. 15 Summary ..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…….. 16 Top 10 time saving tips…..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…….. 17 Our panel..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..……..…….. 18 3 THE WIZARDS BEHIND GOOGLE APPS: Advice for admins from admins We’re not in Kansas anymore Just like Dorothy and Toto on first landing in Oz, we users can sometimes be awed by the array of technology that has engulfed us. Instead of talking flowers, good witches in balloons, or small people with lollipops, it’s the lightning like advances in technology tools that has us mesmerized. Just when we think we have Office mastered for example, along comes a shiny new tool for us to learn to use. The shiniest of all right now is the cloud - not a tool at all but a revolutionary way of managing IT infrastructure. We may not be well versed in the nuances of the cloud platform because most of us are just…users. We store files in Dropbox and sync our Apple devices on iCloud, but we’re not bothered by the details. That’s your job. There’s little doubt that the cloud has dramatically changed the way you manage your IT landscape. Probably the biggest game- changer of all is Google Apps. Beginning with Gmail in early 2006, Google Apps has grown to provide nearly any business, educational, or personal application you might need. 4 THE WIZARDS BEHIND GOOGLE APPS: Advice for admins from admins “Coming from a ‘static’ Microsoft environment, the pace of change has been amazing,” says Justin Gale, Google Apps Certified Administrator and IT Strategist. “Yet generally delivered in such small doses so as to not usually overwhelm the user community. The Google Apps of today is so much more integrated and feature-rich compared to where it started, yet we haven’t had to deploy anything!” “It’s an incredible tool for collaboration within a company, easy to use, with rapid payback and provides huge benefits by concentrating on information rather than on tools,” says Benoit Flama, Group Google Apps Manager for a multi-billion dollar international automotive company. “As someone who was initially skeptical of cloud services, I’ve been hugely impressed with Google Apps,” adds Karl Rivers, Network Manager for Biddenham International School in Biddenham, UK and founder of ClassThink.com. “From a management perspective, not having to run an internal exchange server means I can focus my limited resources on priorities that make a difference. Managing user accounts and controlling access to specific applications is simple and a lot of thought has gone into developing the types of features that are important to administrators.” The financial benefits are also attractive to managers struggling to do more with less. According to a Forrester report on the economic impact of Google Apps, payback from implementation was 1.4 months with an ROI of 329% thanks to cost savings on licenses and infrastructure and reduced spending on administrator time devoted to systems maintenance, upkeep, patching, and upgrades. The report showed that organizations adopting Google Apps reduced the number of FTE’s throughout their IT group: those needed to manage patches and upgrades fell by 39%, security by 29%, archiving by 27%, backup and disaster recovery by 34%, vendors by 42%, and internal sites by 22%. “With a stable platform and rapid evolution cycle, Google Apps will continue to convince organizations to move away from thick clients to the cloud,” says Kevin A. McGrail, Google Subject Matter Expert and computer consultant at PCCC.com. “When coupled with hardware and software like Glass, Android, and Chromebook platforms, we are really at the infancy of how people will use, access, and create content. I’d hate to be an established competitor in Google’s crosshairs because they continue to do things better and cheaper than most anyone.” “It’s amazing to see a company like Google that has the ideas, the engineers, and the wherewithal to bring moon shots to fruition. I look forward to the ride!” – Kevin McGrail, Google Subject Matter Expert and computer consultant at PCCC.com. 5 THE WIZARDS BEHIND GOOGLE APPS: Advice for admins from admins Follow the Yellow Brick Road As the Good Witch said, it’s always best to start at the beginning and that’s perfect advice. As you probably already know, getting started with Google Apps is simple. Appropriately enough, you begin with the Google Setup Wizard. That will take you through the basics so we won’t bore you with the details here. Instead, we’ll focus on other issues you might face at some point during the setup phase. Data migration A big issue for organizations that already have on- site Exchange servers is migrating accounts to Gmail. There are a number of tools like GAMME that Google provides which helps streamline data migration. In fact, some find the process of moving to Gmail easier than migrating to Office 365. Google provides a number of automated options to migrate data from various applications and Google Gooru offers several migration guides. “When we went live, we moved mail, calendar, and contacts with the Google GAMME tool,” says Gale. “We ran full migration testing ahead of time and cleaned up issues found with bad attachments or corrupt meetings so the actual data migration was not really a problem for us.” “I typically support enterprise installations that are still using Google Apps alongside of traditional file servers,” says McGrail. “We used the the ‘many hands make light work’ process to have users move their files to the cloud slowly but surely.” 6 THE WIZARDS BEHIND GOOGLE APPS: Advice for admins from admins In many cases, moving to Gmail is the real driver of migration. Incorporating Google Drive becomes an added bonus in that case. As Google rolls out more features to better mimic traditional file sharers, look for a greater desire to move everything to the cloud. “Data migration is one of the single biggest barriers to customers moving to the cloud,” says Fintan Murphy, CEO and co-founder of Damson Cloud. “It slows the deployment process down and can be a big headache for companies. This is also a big surprise to a lot of companies who assume it should be a simple one-click process. My recommendation if you are considering any move to the cloud is to acquire the services of a trusted Google Apps Partner to assist in your migration and deployment. It will go a lot smoother and be well worth any additional costs.” On a smaller scale: “When a user leaves your company and that person’s manager wants to receive their emails, creating an alias in Google Apps isn’t the best solution,” says Melanie Masterson, Senior IT Administrator at Marin Software who currently runs Google Apps for the company. “Create a group instead.” Account sync Another important early task is synchronizing your accounts. The most popular way to handle this is with Google Apps Directory Sync (GADS). Once