Google Apps including Webauthing Barry Cornelius Google Apps including Webauthing Summary Agenda Details about GAFYD Barry Cornelius Details about the Apps Managing Oxford University Computing Services users Outsourcing June 2007 Conclusions Questions, comments http://www.oucs.ox.ac.uk/oucsweb/gapps/ and resources Summary Google Apps including 1 Summary: what is GAFYD? Webauthing 2 Barry Summary: managing users Cornelius 3 Summary: which Apps? Summary 4 Summary: outsourcing applications Agenda Details about GAFYD Details about the Apps Managing users Outsourcing Conclusions Questions, comments and resources Summary: what is GAFYD? Google Apps including Google Apps include: Webauthing Gmail, Calendar, Docs and Spreadsheets. Barry Cornelius Google Apps For Your Domain enables an organization Summary to make these Apps available to their users Agenda (using the organization’s own domain name in URLs). Details about GAFYD Google says it’s providing GAFYD to Details about ‘meet the needs of different organizations: ... a small the Apps business, a Fortune 500 company, a group or a school’. Managing users They provide three different editions of GAFYD. Outsourcing One of these is for educational establishments. Conclusions Questions, OUCS is using the domain gapps.oxuni.org.uk comments and resources for an experiment with GAFYD. Summary: managing users Google Apps including When using GAFYD, each user in the organization has Webauthing a separate account, where they can store their Barry Cornelius messages, calendars, documents and spreadsheets. Summary Google provides the administrator of the domain with Agenda facilities for managing the users. Details about GAFYD If the organization already uses a Single-SignOn Details about system, the domain can be configured in Google so the Apps that the SSO is used instead of the user having to use Managing users a different username-password for their account. Outsourcing For gapps.oxuni.org.uk, Conclusions I have configured the domain in Google to use SSO, Questions, comments and have implemented this using Webauth. and resources Summary: which Apps? Google Apps including Google allows an administrator to decide Webauthing which Apps are available to users of the domain. Barry Cornelius Seeing the University already has an established e-mail Summary system, we wanted our GAFYD to use that. So we Agenda chose to exclude GMail from gapps.oxuni.org.uk. Details about GAFYD Our experiment will mainly be concerned with seeing Details about whether Google Calendar provides a useful the Apps calendaring system perhaps for use by members of a Managing users department/college. Outsourcing Conclusions Questions, comments and resources Summary: outsourcing applications Google Apps including Some educational establishments have already Webauthing outsourced their provision of applications to Google. Barry Cornelius OUCS has produced a checklist of some of the issues Summary to investigate when considering whether to outsource Agenda an application. Details about GAFYD So I’ll also briefly consider some of the issues involved Details about with outsourcing applications to Google. the Apps Managing users Outsourcing Conclusions Questions, comments and resources Agenda Google Apps including 1 Details about GAFYD Webauthing 2 Barry Details about the Apps Cornelius 3 Managing users Summary 4 Outsourcing Agenda 5 Details about Conclusions GAFYD 6 Questions, comments and resources Details about the Apps Managing users Outsourcing Conclusions Questions, comments and resources Details about GAFYD Google Apps including 1 Details about GAFYD: three editions Webauthing 2 Barry Details about GAFYD: admin’s control panel Cornelius 3 Details about GAFYD: getting to Google Apps Summary 4 Details about GAFYD: usernames Agenda 5 Details about Details about GAFYD: getting e-mail delivered GAFYD Details about the Apps Managing users Outsourcing Conclusions Questions, comments and resources Details about GAFYD: three editions Google Apps including There are three different editions of GAFYD: Webauthing Barry standard premier education Cornelius price free free for 30 days free then $50/user/year Summary SSO no yes yes Agenda provisioning API no yes yes Details about 99.9% e-mail uptime guarantee no yes no GAFYD e-mail storage (per user) 2GB 10GB 2GB Details about ads alongside e-mail standard optional optional the Apps Managing users Each edition allows any number of users. Outsourcing Each edition has the same limits for Conclusions the number and size of documents and spreadsheets: Questions, comments this will be discussed later. and resources Details about GAFYD: admin’s control panel Google Apps including GAFYD provides the administrator of the domain with a Webauthing control panel for performing admin tasks. Barry Cornelius Summary Agenda Details about GAFYD Details about the Apps Managing users Outsourcing Conclusions Questions, comments and resources Details about GAFYD: getting to Google Apps Google Apps including GAFYD provides the user with a Start Page which is a Webauthing bit like a personalized Google page. Barry Cornelius Summary Agenda Details about GAFYD Details about the Apps Managing users Outsourcing Conclusions Questions, comments and resources Details about GAFYD: getting to Google Apps Google Apps including How does a user get to the Google Apps? Webauthing Barry Suppose the domain is mydomain.com Cornelius A user can go to their Google Start Page using the URL Summary http://start.mydomain.com Agenda A user can instead reach each of the Google Apps Details about GAFYD using URLs like http://mail.mydomain.com, Details about http://calendar.mydomain.com the Apps and Managing http://docs.mydomain.com users The administrator of the domain has to arrange to use Outsourcing CNAMEs in the DNS to route each of these addresses Conclusions Questions, to ghs.google.com comments and resources Details about GAFYD: usernames Google Apps including Each user of the domain has a username. Webauthing Barry If the domain is SSO-enabled, this will be Cornelius an SSO username. Summary Agenda Details about GAFYD Details about the Apps Managing users Outsourcing Conclusions Questions, comments and resources Details about GAFYD: getting e-mail delivered Google Apps including A user has an e-mail address which is Webauthing username@domainname, e.g., [email protected] Barry Cornelius If the domain has Gmail enabled, then, for incoming Summary e-mail to work, the DNS has to be configured with Agenda a MX record so that messages to mydomain.com are Details about routed to ASPMX.L.GOOGLE.COM. GAFYD Details about If this is done, then messages to addresses like the Apps [email protected] will be delivered to the Managing users Gmail inbox that the user has in the domain Outsourcing mydomain.com Conclusions Questions, comments and resources Details about GAFYD: getting e-mail delivered Google Apps including Even if the domain has Gmail disabled, Webauthing each user still has an e-mail address because Apps Barry Cornelius such as Google Calendar might want to invite a user to Summary a meeting. Agenda So, if Gmail is disabled, the machine handling the mail Details about for the domain has to be configured to route messages GAFYD Details about to [email protected] to some appropriate the Apps e-mail address. Managing users As has already been mentioned, Outsourcing gapps.oxuni.org.uk has Gmail disabled. The Conclusions OxMail machines are configured so that messages to Questions, comments [email protected] are routed to the and resources user’s preferred e-mail address. Details about the Apps Google Apps including 1 Details about the Apps: Gmail Webauthing 2 Barry Details about the Apps: Calendar Cornelius 3 Details about the Apps: Docs Summary 4 Details about the Apps: Spreadsheets Agenda Details about GAFYD Details about the Apps Managing users Outsourcing Conclusions Questions, comments and resources Details about the Apps: Gmail Google Apps including Webauthing Barry Cornelius Summary Agenda Details about GAFYD Details about the Apps Managing users Outsourcing Conclusions Questions, comments and resources Details about the Apps: Gmail Google Apps including A user has an e-mail address which is Webauthing username@domainname, e.g., [email protected] Barry Cornelius The user has 2GB/10GB of space for messages. Summary Gmail has: Agenda searching Details about personal aliases GAFYD personal lists Details about the Apps ... Managing Gmail has virus, spam and phishing protection. users Outsourcing You can access your Gmail using POP (but not IMAP). Conclusions Confusingly, if the domain is SSO-enabled, Questions, POP access uses a password that is different from the comments and resources SSO password. You can download a client for a Blackberry smartphone that enables access to your Gmail. Details about the Apps: Gmail Google Apps including Demonstration: Webauthing There is no demonstration, Barry Cornelius as Gmail is disabled for gapps.oxuni.org.uk Summary Agenda Details about GAFYD Details about the Apps Managing users Outsourcing Conclusions Questions, comments and resources Details about the Apps: Calendar Google Apps including Webauthing Barry Cornelius Summary Agenda Details about GAFYD Details about the Apps Managing users Outsourcing Conclusions Questions, comments and resources Details about the Apps: Calendar Google Apps including You can keep your calendar private, share it with others Webauthing in the domain or share it with anyone. Barry Cornelius Calendars can be created for your organization/team