Deploying Google Apps for Education

The list below was compiled from Google’s training resources and information I have gathered dealing with Google Apps for Education.

Initial Steps

  • Choose a domain name
    • When migrating from multiple domains, use a single Google Apps domain to simplify sharing and communication
  •  Sign up for Google Apps for Education
  • Create an organizational structure
    • organizational structure can be based on job functions, graduations years, school buildings, etc.
  • Decide on mail flow
  • Provision your users
    • Use tools like Google Apps Directory Sync to synchronize with Active Directory Services

Early Adopters or Beta Testers in a building

  • Establish a training or support plan
  • Focus support on the Google Apps being used most often


  • Deploy Google Apps to all your users
  • Configure your messaging services
  • Enable/disable additional Google services

Optional Steps During the Transition

  • Migrate data from legacy systems
  • Add and configure third party apps
  • Setup single sign-on (SSO)
  • Add and manage mobile devices
  • Setup integration with other school systems

Professional Development Plan

  • Identify skills and training the users will need
    • customize training according to the needs
  • Assemble a group of teachers who will help train the teachers in your school
  • Create various forms of professional development
  • Encourage teachers to become certified trainers or Google Educators

Configuring Google Apps for Education

  • Organizational structure
    • Can be based on logical groups of users or devices
      • i.e. Admin. teachers, students
    • Instead of manually creating groups, you can import them using the Google Apps Directory Sync Tool (GADS)

Adding Users

  • Add a single user at a time through the admin console or upload a csv for mutliple users
    • You can also invite users

Gmail Security Considerations

  • You can restrict email so users can only send messages withing the organization
    • “T’he Restrict Delivery setting for Gmail can be used to create a “walled garden” for students that limits them to exchanging email with addresses or domains specified by the Google Apps administrator.  The Restrict delivery option can be found in the Admin console at Google Apps > Gmail > User Settings”
      • Note: Email sent to Group addresses will override the Restrict delivery settings
  • You can even filter objectionable content (obscene words, etc.)
  • You can also set a content compliance policy
    • This will scan the email for expressions like telephone numbers, social security numbers, and numerical patterns
  • You can also specify a approved footer which can contain legal information.
    • This setting will be inherited by all users
  • Finally, you can even turn Gmail off if your school or district is concerned about student to student communication.
    • Students can still use the other apps to create, collaborate, and communicate with each other and their teachers.

Google Groups

  • Allow you to quickly groups users for team like communication and sharing purposes
    • Setting a group’s access level to:
      • team means anyone in our domain can post messages or view the members list
      • public means anyone on the internet can post messages but only members of the domain can view the members list
      • announcement means only the owner (usually the teacher) can post messages
      • restricted means only members can post messages
    • Groups can be used for organizations that do not have Gmail enabled
    • Newly added members to a group will gain access to previously shared resources

Mobile Device Management

  • Allows an administrator to manage phones, tablets, and Chromebooks
    • Allow or restrict what devices can connect to Google Apps data for each user
    • Set policies for what types of passwords are required smartphones and other devices

Chrome Management

  • Allows a administrator to configure the user experience on Google Chrome
    • Can either be on  a user or device basis (i.e. Chromebook)
    • Single App Kiosk mode

Configuring Google Apps (Admin Console->Apps->Google Apps

  • Contacts
    • To allow users to search for other users in your organization and take advantage of auto complete, enable contact sharing
  • Drive
    • You can change whether or not files can be shared outside your organization.
    • You can also set link sharing defaults
      • Off means the file is only accessible to the owner and people they explicitly give access to
      • On (people at organization with link) – Anyone in the organization can access the file, but only if they know the URL
        • Files with this visibility will won’t normally be found in  search results
      • On (people at organization)
        • The file is searchable and viewable to everyone in the organization
          • LEAST SECURE
  • Gmail
    • Most Gmail settings can be applied to sub-organizations
    • Compliance > Restrict Delivery
      • Can control who the members of an organization can exchange mail with
        • ” For example, teachers and staff may be able to send and receive email from anywhere on the Internet, while students are restricted to only sending and receiving email from the school’s domain.”
  • Sites
    • Sharing Settings
    • Allow/Disallow users in the organization to create sites
    • Allow/Disallow users to enable viewer comments
    • Visibility of Sites (initial)
      • Private is the safest setting
        • Can be made public by site owner
    • Access Settings
      • Allow/Disallow users to Share sites outside the organization with or without a warning
  • Talk/Hangouts
    • Administrators can enable or disable Hangouts chat as well as prevent users from chatting without outside organizations

Author: psullivan18

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