Google Apps for Education 101: Google Apps Overview

Uploaded by GoogleApps on 06.04.2011


ARIEL HATHAWAY: Hello, and welcome to the first of our
Google Apps for Education 101 webinar series.
Today we'll be covering a Google Apps overview, with
some information on pitching Google Apps at your school.
My name is Ariel Hathaway, and I'm a member of the Google
Apps for Education team.
I'm joined by my colleague, Stephen Sang, who's also a
member of the team.
We'll jump right in and get started.

So our agenda for today is the following.
First, we'll be going over the benefits of Google Apps.
Second, we'll be doing a demo.
Third, we'll be talking about pitching Google Apps at your
And then fourth, we'll be doing a Q&A session.
So we'll jump right into the benefits of Google Apps.
The main benefits of Google Apps are
outlined on this slide.
It's the best tools for students, faculty, and staff.
It's reliable and secure.
And it's the most innovative collaboration platform.

So, first talk about why it's the best tools for students,
faculty, and staff.

Google Apps for Education provides you with a number of
core services that are part of the Google Apps
for Education suite.
Gmail, Talk, Groups, Calendar, Docs, Sites, these are all
part of the Google Apps for Education suite and are
available at no cost to your students, faculty, and staff.

All of these are also--
if you've ever used the consumer Google services, such
as Gmail, Calendar, Docs, the services are going to be much
like those that people are already used to using.
So the learning curve is very, very low if people already
have consumer Google accounts.
Additionally, Postini is available.
Postini is an additional cost for higher education
institutions, but it's a 66% discount for both Google
Message Security and Google Message Discovery.
And then, Postini, the GMS service, is available for free
for K-12 institutions.
But they do have to pay for the Message Discovery service.
So Google Apps for Education.
The main high points here.
It's free for all your users.
There are no ads for students, faculty, or staff.
It's a 7.4 gigabyte mail quota.
And this quota is growing.
It's going to be branded for your domain's name, so
Unlike the consumer's email, which is going to be your, this is branded for your institution.
So that means that you're going to be able to keep the
same domain name that you have as you switch to Google Apps.
We also offer 24/7 administrator support, which
is great, because if you run into any questions or issues
when you're using Google Apps, you have access to our Google
Apps support team to assist you with those.
We have phone support for assist in critical issues.
And then email support for other issues that may arise.
And additionally, this is a more recent development, but a
Google Apps account can work with over 50 services--
other Google services--
such as Picasa, Blogger, Voice.
These are services that before, you needed a separate
Google account to log into, and now you can use your
Google Apps account to log into.
This can really add value in the classroom, as a teacher or
professor can use Blogger or something like that for it,
that they wouldn't have been able to use with just the
regular Google Apps they had before.
And one important things to note here is that you can turn
these on and off.
So that you don't have to have all of these services on for a
period of [INAUDIBLE].

So now we'll talk a little bit about
reliability and security.
STEPHEN SANG: So hi, everybody.
My name is Stephen.
I'll talk a little bit more about the reliability and
security in Google Apps.
So, just so everyone knows, we guarantee a 99.99% up time SLA
for your Google Apps for Education.
So that means, basically, your email, Calendar, Docs, Sites.
All those things should never be down.
The picture you see on your right hand side is actually
our Google Apps dashboard.
And we also have a site that you can go to to see the
status of all the different applications every day.
So if there are any issues, you'll be sure to know, and
they'll have some more information there for you.
Purpose-built infrastructure.
So Google is actually one of the world's largest producers
and manufacturers of servers.
But we don't sell any of our servers.
Our servers were created specifically for Google,
specifically for our infrastructure, and
specifically for your information.
We have a world-class security team and our infrastructure
for the Google Apps infrastructure has been both
SAS 70 Type II certified and FISMA certified.

So we also provide security for the user.
Innovation for security is definitely evolving into
something that Google was at the forefront of.
Two step verification.
So basically, the way two step verification works is, not
only do you need to enter a password, but it's also
connected to something that you own.
So, for instance, a mobile device that you'll have to
generate a code for, to then input into the two step
verification code form.
So basically, for someone to enter your account, they would
not only need to have something that
you know, your password.
But also have something that you have, your mobile phone.
So this kind of adds an extra layer of
security to your account.
We also have connections over SSL.
And we also do have monitor and login activity.
We can showcase a little bit of this later in the demo.
But basically, with monitoring the login, you can see all the
IP addresses and kind of from where you've been able to log
into things from before.
So the way this will be useful is, if you look through your
log and you see that you're logging in from a different
country that you've never been to,
that's suspicious activity.
And we do have built-in protocols in place that if we
see suspicious activity, we will notify you or suspend
your account for you.

So privacy and compliance.
So, for sure, security is important to
us, but so is privacy.
We want to make sure that it's very clear, that the content
is not owned by us.
It is owned by you.
Google does not own your data.
You own your data.
We don't look at your content.
We don't share your content.
And your content is not at all affiliated with any of the
So the ad system that we have at Google, don't run any of
your data for Google Apps for Education--
it's just not used.
So no marketing, no advertising, no
sale of your data.
Once again, all the data is yours.
However, we do have automated scanning for protection and
What we mean by this is, your data will be scanned
specifically for anti-virus, anti-spam, different attempts
that we might think are phishing.
Those things will be scanned for.
In addition, personalization.
So for instance, if you need to search through your inbox,
Google's automated system need to be able to search through
your inbox for you to be able to search through your inbox.
Another example is, priority inbox.
For us to know which emails you think are priority, we
need to be able to search through your data.
But though we do have automated scanning in that
sense, what's in it has no bearing on
advertisements or marketing.

ARIEL HATHAWAY: So now we'll go into why Google Apps is the
most innovative collaboration platform.

So there are some key challenges that we've
identified in the education space.
And I think that are right and that other people have
identified in the education space as well.
So one is that collaboration is central.
Two is that there is an information overload.
And by that, I mean that people are going through--
they have a lot of data to deal with and they need to be
able to process that information in an effective
and efficient and smart way.
And then three, the ability to connect from anywhere.
And to have your data, even if you don't necessarily have
your own computer with you.

Collaboration shouldn't have to be a challenge.
But when you're emailing attachments back and forth, it
oftentimes is.
So you can have one version of a presentation that then gets
shared to everyone on a team.
Who then creates a new version of that.

Which then you have to work to put together
into the second version.
And then again, for the final copy.
And then if you have one person who didn't do any
editing until the end, then you're working on putting that
in at the last minute.
So this is what we've identified as one of the key
challenges when you're emailing
attachments back and forth.
So with Google Apps you have Google Docs.
And Google Docs really allows you to use real time editing
and collaboration.
I can be in a document and I can see what Stephen's writing
in real time.
Which means I don't have to worry about blending
things later on.
I'm able to see what he's writing, I'm able to see the
sections that he's edited, and so forth.
Which makes it really easy to work
collaboratively on anything.

With Google Apps, you don't have to think about storage.
You have seven gigabytes of mail.
You have the ability to create 5,000 docs and presentations
and 1,000 spreadsheets.
And you have an additional one gigabyte of upload anything.
That means you can upload PDFs, you can upload MP3
files, you can upload whatever you want to.

You can also access anywhere.
You can access from various browsers, mobile devices,
tablets, and notebooks.
So this is important, because we want to make sure that you
have your data wherever you're able to log in from.
Which means that you can access your data if you're on
a colleague's computer, if you're on a friend's computer.
And as long as you know your login name and password, then
you can access your data.
It doesn't matter what browser you're on, what operating
system you're on.
As long as you're on a device that's able
to access the internet.

These are some snapshots of what the various interfaces
would look like if you're on a mobile device.
For example, on the top left, you'll see a BlackBerry with
an email sign in there.
So that is what the Gmail interface would look like on a
And then, versus on a web interface.
And then with Calendar, that's the same on the BlackBerry.
So one important point to make here is that with various
mobile devices, we have different sync settings.
So we have a whole page on mobile devices and connecting.
So depending on your device, you can connect the most
efficient way to make sure that you have your data when
you're on the go.
Additionally, on the right-hand side, you'll see
Google Docs on an iPhone.
We recently released the functionality to edit docs on
mobile devices.
Which before, you had been able to view them, but you
couldn't edit them.
This means that you can be even more productive when
you're on the go because you're able to edit those when
you're not necessarily on a machine.

We also understand that people are going to have times when
they're offline.
You're not always going to be connected to the internet.
You may be flying.
Your internet may be down.
And we want to make sure that people are able to access in
those situations, as well.
In order to allow for that, we have
offline Gmail and Calendar.
You also have the ability to export Google Docs.
So you can export them all to your desktop on your computer,
if you know you're going to lose connectivity for a while.
And then work on those, and then upload back into the
cloud when you're done, or when you have regained
internet connection.
Additionally, you can use email clients that you may
already be using.
With Outlook, we have Google Apps sync for Microsoft
Outlook, which syncs your mail, calendar, and contacts
and allows you to use Outlook at the front end, while using
Google Apps at the back end.
And then you can use IMAP or a proxy connect to Apple Mail,
Eudora, Thunderbird, any of those mail clients.

And then one of the great things about Google Apps is
that you're on a product that's innovative.
We do frequent small product updates and you get the latest
and greatest features.
It's easy to manage.
You don't have to worry about any server or client upgrades.
That's all going to be handled on our end.
You don't have to worry about data migration in order to get
the latest and greatest features.
Again, that's all handled on our end.
Everyone is going to be on the latest release.
One thing that we recently released earlier this week is
And this shows our release cycle.
And it also explains how you can opt in to a more frequent
release cycle.
Or you can take a release approach that you want some
more time so that you can update help center
articles on your end.
You can update frequently asked question.
You can educate your help desk staff before rolling out some
of the new features.
So I would definitely recommend taking a look at
that website to learn about our new release cycles, and to
figures out what is best for your institution.
And how you can work to create that best experience there.
And as you can see at the bottom of the slide, we have a
number of releases every year.
So you're going to constantly be on an innovative platform,
and something that you're able to really use to the fullest.
So now we can get into a demo.
So let me just open a demo window.

So if you've seen a consumer Gmail account before, then
you've seen pretty much what I'm looking at right now.
So as you can see, this is branded.
So it's chris@internatio
So you can brand this to your institution.
You can also upload your own personal logo for your
So this is the Gmail interface.
Within the Gmail interface, you can see that you have
various labels.
So this is the equivalent of what a folder would be in a
number of email systems. And I can label things.
So if I have a number of emails from Jeff.
Then I can put Jeff as a label.
And then I click on this label and I can see everything that
Jeff has sent.
It's really easy and
straightforward to create labels.
And we can look at some of the settings that you'll see.

Additionally, you'll see that I have a chat window over on
the right-hand side of my screen.
So I can use this to communicate with people who
I'm working on a project with.

Hey, Stephen.
How's it going?
He can write back to me.
And we have that instant communication.
And it's always in the Gmail window, which
makes it really simple.

So Stephen wrote back to me.
And we have that instant communication.
You could use if for office hours, things of that nature.

So let's take a look at some of the Gmail settings and what
people can set on their own.

So you'll see that there are various settings that people
can set on their own.
They can set the language.
They can set maximum page size, how many conversations
they want per page, desktop notation, pictures, things of
that nature.

This is where you can configure your labels.
So you can create new labels here.
You can see that I have an Amanda label.
Basically, they're hidden there.
And you can decide whether you want to hide or show them, on
the left-hand side of the page.

You also have an accounts label.
So if I have the ability to send from another address--
say I want to be able to send from my Gmail
account within here--
I can set that up.
I can also get mail from other accounts.
If I wanted to pull mail in from my Gmail account, I could
also do that.
Additionally, mail delegation is something that you can
grant other people access to.
So I can delegate my mail to other users.
And that means that they'll be able to read my messages and
be able to respond on my behalf.
So along with labels, we have the concept of filters.
And what filters do is they allow you to basically say, I
want just my messages that are coming into my inbox that meet
this criteria.
And I'm going to do something to them.
So we can just do a sample.
So create a new filter.
So I can say, I'm going to take anything that is from--

we'll just do an example.
So from Jeff.

So we have a Jeff label already.
But everything that Jeff sends, we really want to make
sure that we know that it's really important.
So we're going to store it.
You can also choose to skip the inbox.
Mark as read.
Apply another label.
Forward to an account.
And then you decide whether you want to apply to the
conversations that are already in your inbox, or just the
future conversations that are coming in.
So I can say store it and not going to apply.
So then that filter is there.
You have your forwarding and IMAP and POP settings.
So this allows you to forward to another address, if you
want to do that.
Also, you can set POP and IMAP settings, or if you're going
to be using a mail client.

With Chat, you can decide whether you want to save your
chat history, or not save your chat history.
You can decide what emoticons you're going to be using.
You can also call phone, set up voice and video chat.

So web clips are contextual information that appear at the
top of your Gmail screen.
And this is separate from ads, which is important to know.
So it can give you some important information.
We've also seen schools that have populated this with their
own RSS feeds.
So that that way that will come up in
that web clips area.

For labs.
Labs are something that can be either disabled or enabled by
the domain admins.
But labs enable for experimental features to be
released in Gmail.
And if you have labs enabled for your domain, then your
users can opt in or out of some of these features.
So for example, we have a Google Calendar lab.
That's over on the left-hand side.
That's something that can be really useful.
Also the right-hand side chat is also a lab.
The important thing to note about labs is that labs are
things that are tested.
Sometimes they'll be graduated.
But in some cases, if they see that something's not working,
then they may take it down while they're
working to fix that.

Let's take a look at priority inbox.
So priority inbox is something you can opt in or out of.
We can take a look at what priority inbox does.
But this is really useful, because in the settings, we
tell you how priority inbox works.
How to override things.
How to really train priority inbox to work for you.

It's not in Chrome right now, so I can't show you that.
But this allows you to set up what offline can do for you.
And then scenes.
Users can select their own scenes, as long as you have
this enabled for users.
So you can say, my users can select scenes.
And then I can really personalize what I want my
Google Apps account to look like.
I can have [UNINTELLIGIBLE], candy, things of that sort.
Which just makes a more personalized experience.

Let's just take a quick look at priority inbox.
So priority inbox will rate things such as important and
unread, starred, and then everything else.
And if you need to increase the importance of something,
you can just simply check it, and then mark it according.
And the system is going to learn over time.
And it's going to be able to be trained to say, oh, you've
marked this as important in the past, so we're going to
start to say that this is important and unread when it
comes into the inbox.

Let's take a look at Google Calendar now.
So Google Calendar allows you to use what you would have in
a consumer Google Calendar account.
But this is for your institution.
You can see that I can have different calendars.
So right now I can stop displaying those.
And this is just going to display my own calendar.
So you can see, I have Econ from 10:00 to 11:00.
I have a weekly meeting.
Various things.
So I can really decide what I want to put in my calendar.
I can also set settings for who I want to be able to view
my calendar.
If I don't want somebody to be able to view my calendar, then
they won't have access to view my calendar.
I can set the settings specifically to only share it
with limited users.
So if I have access to other people's calendars--
so I have access to Elliott's calendar.
Let's pull up Elliott's calendar.
So you can see that Elliott has things--
that he has an Econ 101 class at 2:30 this afternoon.
And so this is, depending on the sharing settings that are
for the domain and what the user has selected on their
own, you can really see what other people are doing.
And it makes it really easy to schedule a meeting.
Let's go ahead and schedule one.
So I know that I want to invite Elliott.

And I'm going to invite [? Ovi. ?]
So now I can go to the find a time feature.
And so the find a time feature will let me look at
this and say, OK.
This is my calendar, this is Elliott's calendar and this is
[? Ovi's ?] calendar.
Now what time will work for all of us?
So if I wanted to schedule a meeting for right now at 11:00
AM, Pacific time, that looks like it would
work for all of us.
I can also go through, I can look at a week view.
I can say, oh, this time also works for us on Friday.
Set something at that [UNINTELLIGIBLE] as well.
If I need a room, we have resources.
And we'll go into more depth on creating resources during
the webinar, when we look into the deep dive
into the control panel.
But basically, here you can set things like conference
room, projectors.
So if I'm having a meeting at 11:00 today, I can see that
the conference room is available.
So we're going to add this conference room to my
invitation, as well.
So I'm going to say, meet me regarding physics project.

You can also decide whether it's going to
be an all day event.
So say it was a conference, you might want to mark it as
an all day event.
Or if it's going to repeat.

I can send that.
So I added that meeting and invitations were sent out to
the people who I invited.
And then I'll be able to check back and see whether or not--
see it appeared on their calendar.
And they haven't responded yet.
But once they did respond, I would be able to see whether
or not they have responded.
So right now they're still awaiting their replies.
But they would be bold if they had accepted, and they would
be crossed out if they denied.

So additionally, depending on the sharing settings, again,
that you have set up, then you can go in and add a
co-worker's calendar.
So I can look for a different calendar.
And if it's somebody who has granted access to their
calendar, then I can go ahead and add that.
Let's take a look at some of the sharing
settings for Calendar.

So again, with Calendar, you can set the language, you can
set the time zone, you can set the time and date format,
things of that nature.

You can also say whether you want to have weather based on
your location.
You can just select what the default view is.
Whether you want a week, custom view, what that custom
view should be.
You can also set working hours.
So this could be really effective for faculty and
staff needing to schedule meetings with students.
You could say, you can only schedule things
within 9:00 to 5:00.
Please don't schedule things after 5:00 PM, because I want
to be home by then.

So then in calendars, you'll have a list of my calendars.
So my calendars would be calendars you have the right
to view and modify.
So this can give permission that can be
granted by another user.
Or if you own a group calendar or something, such as a

So from here, I have my own calendar.
So I can say, what are my sharing settings?
So I can see here that I'm sharing certain details with
Jeff, Chris, and Jordan.
I can make this calendar public.
I can share it with everyone in the organization.
Or I can decide whether or not I don't
want to share my calendar.
So I can uncheck this.
And then, that means I'm going to have to share with specific
people in order for other to see my calendar.
You also have your notification settings.
So this is allowing you to say, do I want to have
something to pop up and remind me 10
minutes before a meeting?
Do I want to have email notifications for new
invitations that come in, or changed invitations, or
cancelled invitations?
So this is something that you can opt whether or not you'd
like to receive in your inbox.
Or whether or not you'd just like to manage
through your calendar.
So that depends on the type of user that you are,
and whether or not--
what you prefer in that sense.

We'll look that up again.
You can notify in your cell phone.
You can have an SMS sent to you if you want to.
And then labs.
Again there are labs that allow you to say, I want to
try this new thing in my calendar.
And so some of the ones, you have event attachments that
you can use.
That means you can upload a file to an event.
Things like smart rescheduler.
How are you going to find a time that works for everyone?
You could use something like that.

Also free/busy information.
When's your next meeting?
There are just some really useful things that are in lab
that you can get.

And then let's take a look at Docs.

So as you can see, I have the Google Apps presentation that
we were just looking at.
That was shared with me.
So I was able to share that, and then I present it from
this account.
So you have the ability to create documents,
presentations, spreadsheets, forms, drawings.
And then a collection is what would be a
folder on most machines.
You could also create from a template.
So you can create various templates that
your users can select.
And then they can use those to base documents, things like
that off of.
So as you can see here, I have my collection.
So I have a CS101 collection.
So in there I have Hello World, and an introduction to
I have Econ 101, Econ 102, papers.
And then I also have this home page.

So let's just go and create a doc.

And we'll show of that collaboration.
So I'm going to share this with Stephen.

So I'm sharing with Stephen.
He can edit this.
I'm sharing that with him.
I'm going to be titling this.

So it looks like some people can't see.

I can just stop the screen sharing for a second and then
I'll reshare.

Let me just share the application.

So it looks like it's working now.

So Stephen is now viewing the document.
So one thing is that we have this chat
functionality right here.
So we can chat back and forth regarding what we're talking
about in the document.
And then I can also collaborate in real time here.
So I can say, I'm doing well.

And then I can see where Stephen's cursor is.

He's going to use Top 10 Things To Do at Google.
So let's think about that.
Let's say, eat in a cafe.

Ride a bike.
And as you can see, I can see him highlighting, I can see
him typing.
So as he changes things around, I'm able to see that.
One of the great things, too, is that I can
see a revision history.
So I can see various revisions at different times.
I can see what Stephen wrote, what I wrote.
And this just make it really great in terms of being able
to see what it is that somebody else is working on
and really collaborate on the document together.

So now Stephen is going to do Sites and Groups.

STEPHEN SANG: So the next few applications we're going to do
is called Sites and Groups.
So let's go with Sites first. So [UNINTELLIGIBLE PHRASE]
Sites is really our kind of portfolio, really
customizable, portal type page.
So really, Sites is called websites.
If you can create a website without needing to know any
coding knowledge.
So here under Steve's website, once again, you have all those
sharing settings.
So we can just share in.
You can see exactly who you share this site with.
Who can edit it.
Who can own it.
You can choose exactly who can access this data.
So basically, when you're creating the site, you can add
your widgets, you can add your YouTube videos, your calendar,
your forms. You can basically add whatever you
need to this site.
So we see a lot of different use cases for these sites.
So lots of schools now are having ePortfolio pages for
individual students, where students themselves can add
all the documents or all the other research and things
they've done over the years.
will have sites for their syllabuses or things for them
to share with their students.
Department blog sites for teachers and professors to
share their documents.
One you can see here is the Ski Club.
Organizations themselves will have sites, as well.
Just kind of gives them that place, a
repository, for the documents.
Communicate, collaborate, and also make it public
if they choose to.
Sites is very, very, very, customizable depending on what
you need it for.

So the next application we're going to actually go into, the
next and final application, is Google Groups.
So Groups basically allows you to--
it's basically our form slash live there type functionality.
So the way Groups work is, you create a group with different
members that you want to be in the group.
So let's go into this COMP101 group.
You go into Group settings, access.
And you can choose exactly how you want
this group to be managed.
So for instance, if I create a group of all of the
undergraduates in my school, I can then choose who can view
my group, who can view the members of my group, who can
join my group, who can post messages to my group.
So how this is useful is, if I was the IT manager and we need
to send an emergency contact out, I want to send it to all
the undergraduates at my school.
But I don't want the undergraduates to then be able
to send messages to each other to abuse that list. So you can
have those different granular settings in your groups so
that you can administrate it exactly how you
want it to be done.
A different case.
Let's say you want to create a faculty group.
And you do want faculty to talk to each other.
So you can put everybody in that group to see.

So you can see different people in that group to see
how that group can be managed.
Once again, I think some people are having problems
seeing the group sites.
Can people send me a chat to see if people can see the
group page I'm looking at right now?

We're going to continue.
Still, looking at this group, this group also ties in lots
of the different applications together.
So thinking about it, you can use this group to send email.
So when you send an email to that group, everybody in that
group will get an email.
If you send a group to that calendar invite, everybody in
that group will get the calendar invite.
Same thing with Sites.
Same thing with Docs.
So you can use that group as a larger group sharing

ARIEL HATHAWAY: One other thing with Google Docs that
you can do that we didn't mention, is that one of the
things that you can create is forms. So forms can be really
useful tools if you want to collect data.
And if you're a professor and you're teaching a class and
you want to collect
information from your students.
You can create a form, you can have it be multiple choice,
you can have it be check boxes, you can
have it be on a scale.
So this is something that can really be used in really
effective ways to get information from students.
So if you are getting information on how far along
people are on their papers, they can have some free form
text box, when they want the due date to be.
And then you have data analysis functionality that's
also available when things come in.
So you can take a look at how people have
responded to those.
So we found that a lot of schools have found these to be
very effective in the classroom.
Because they're able to really quickly send out a poll of
some type. but you don't have to go through an email to get
the results that you're getting.
STEPHEN SANG: So WebEx can be a little bit slower, depending
on what we're doing.
So we're just going to continue.
And then we're going to post this presentation so that you
can review it later.
So you can actually see what we're saying
while we're doing it.
Unfortunately for WebEx lags, that's not something that we
can change.

ARIEL HATHAWAY: So now, we've done a demo.
So now we'll go into some pitching Google Apps.
Some tips and tricks for pitching Google
Apps at your school.
So one is, if you're going to pitch Google Apps, we
recommend registering for a domain.
That way, you have your own domain to showcase Google Apps
on while using the strengths of the product.

And now you'll be able to see, or show people how they can
use Google Apps in the classroom, outside of the
classroom, how students can use it, how
faculty can use it.
So we recommend using a sub-domain for your
institutions, such as
If you are going to use a sub-domain for your
institution, you're likely going to have to speak with
the IT staff at your school.
Which is something that's important to know, as you need
to be able to have a way to verify domain ownership, so
the IT staff at your school may need to do this for you.

If you want to use something else, you can always buy
another domain, purchase that.
If you own another domain.
If you just to test and play around with it.
And then, you can prepare yourself to demo the Google
Apps products and services.
So we went over some of the basics of the products and
services here.
But if you go to, there
are great videos teaching you how to
use the various services.
If you haven't used any of the consumer Google services
before, then this can be really effective in making
sure that you can talk to the various services and know how
to do tips and tricks with the various services.
This is also a great resource for if you decide to go
forward with Google Apps, you have access to this as a place
to point your users to for training.

And then also, familiarize yourself with
the following pages.
So it's
So this is our edu specific web page and this has
information on Google Apps for education, case studies of
schools that have deployed Google Apps.
And just some really great information on how you can use
Google Apps at your school.
Additionally, from there, there's a link
to a security page.
That's current and specifically to educational
There's a security whitepaper on that page.
So if people have security and privacy questions, those are
some great resources that you can point them to.
And they're very, very detailed in what
they have on them.
And then additionally, we have the
The is a website that we recently
released that has a guide to going Google for both
universities and for K-12 institutions.
So you can use this guide to help you through the process.
It has deployment plans on there.
And it has how to market.
And in this webinar series, we'll be going into some of
those things in more detail.
But this is also a great resource just to
study and look into.
And when you're talking to various people at your
institution, you may be asked about certain things, such as
the technical aspects of a deployment.
I mean, you can point various people to the sites that are
applicable to them.

So now we have some time for Q&A. So if you have Q&A
related to any of the demos, if you want us to show you
anything else in Google Apps, or just the general
presentation, please feel free to let us know.

And we can go through some of the questions that were
already sent.

STEPHEN SANG: So one of the questions that came up was, do
we have a Twitter for what to do on Google Apps?
So at that Google Apps blogspot page, you can follow
it on Twitter.

Another question is, will we be emailing out the
presentation, the link to the presentation?
Yes, we will.
So we will be emailing out the presentation with the recorded
demos that you can see being-- once again, we
apologize for the lag.

Another question is, can we share information with people
outside the domain?
ARIEL HATHAWAY: And this is really just a calendar
question, I think.
And look, and that's a setting you can choose.
So you can choose whether or not you want to share your
data outside that domain.
So if you go into your Calendar settings and choose
how you want your calendar to be shared, you can have it
outside the domain, or you can keep it only within the
domain, or you can share with specific people.
ARIEL HATHAWAY: One important thing to note there is, that
will also depend on the admin settings that are in the
control panel.
And when you look-- so next week we'll be doing a
deployment overview in a [UNINTELLIGIBLE PHRASE], so
we'll be looking at some of those settings.
But those are settings that are set at
a domain-wide level.
So if your domain administrator opted to not
allow you to share information outside of your domain, that
would not be something that you would be able to do.
STEPHEN SANG: Another question regarding two factor
You do need a mobile phone for two factor authentication.
So if you have a smartphone, there's an
application you can use.
And if it's a normal--
not a smartphone, I guess--
you can send text message for two factor
authentication to work.
So without a mobile phone, you cannot use two factor
authentication at this time.
ARIEL HATHAWAY: Right now, two factor authentication is
something that a domain admin can opt into for their domain,
but that a user actually has to opt into on your own.
So it's not something that a domain admin can enforce for
all their users right now.
So that is an important point to make, because somebody who
may not have a cell phone wouldn't have to do that.
And then, if we do really [UNINTELLIGIBLE PHRASE] you
would be able to select which users you want, too.
STEPHEN SANG: The question was, what service from Postini
was free for K-12 institutions?
So right now, we currently offer Google message
security for free.
And what basically, Google message security is is more
granular, spam, anti-virus control.
So built into Google Apps already is your anti-spam,
The same as if you have a personal Gmail.
But for more granular controls over those anti-spam,
anti-virus, we do have Google message security.
And that is free for K-12 institutions.
ARIEL HATHAWAY: And then there's a question about
Blogger and other product integration.
So with Blogger, one important thing to note there is that
those are the consumer services.
So your Google Apps suite is governed by a
certain terms of service.
And then the other services--
Blogger, Picasa-- are going to be governed by an additional
terms of service.
So that's important to note just because
the support is different.
So for consumer services such as Blogger, that is going to
go through the Blogger consumer support, which is
mostly forums and places where you can post online.
The core Google Apps suite is going to be governed by our
SLAs and able to be dealt with by our support team if you
have questions regarding those.
And so that is something that--
that's a very important question and something that
you want to probably evaluate with your institution in terms
of, and just making sure that it's communicated out to your
users, that if you're using a service that's not part of the
core Google Apps suite, that it's going to be something
that is going to be best effort troubleshooting on our
end or something that you may not have as much
troubleshooting into.

Personal calender and would all calendars be synced to an
Android phone?
So when you are using an Android phone and the calendar
on an Android phone, you get to decide which calendars
you're looking at.
So calendars that you have visible in the lab are
generally going to be visible in your phone.
But then you can also go in and select if you want
specific calendars to be shown.
So I have an Android phone, for example, and I use--
I generally just sync my calendar.
But if I want to go in and look at Stephen's calendar, I
can opt to do that.
STEPHEN SANG: So another question we got was, what are
archived emails?
Is this through Postini?
And what are costs for a K-12 institution?
We do offer Postini for all higher ed and K-12
institutions for archiving.
It's called Google message discovery.
We provide it at 66% discount for educational institutions.
So the costs come out to be $8.32 per user per year, for
one year of archiving.
And $15 per user per year for up to 10 years of archiving.
ARIEL HATHAWAY: Which is the retention time-frame.

Will you be adding a control panel feature to enforce or
lock down client settings to allow some lab features by
default and block others without having to perform this
task manually for each user?
So, one thing is, is that per lab, they're going to be
available if you opt to have labs enabled for your domain.
So right now, you can have labs that are available either
for your domain, or turn them off.
Right now it's not a user by user or
group by group setting.
So that is one thing that's important to know.
And if you've noticed with organizational units that
released this summer, that allows you to have some
additional service on all functionality.
So you can say, I want these services to
be on for this user.
And that is a first iteration of the product.
So in the future, there could be the possibility of having
some of those more, I want labs on for these users, and
not for these users.
But you're not going to have the granular control over
which labs are turned on.
It's going to be labs are on or labs are off.

Are there any other questions?

There are some other questions in the Q&A section.
And so, one question is, in what country would our
material be stored?
What law governs subpoenas?
So the country where your data is stored is not necessarily
in the U.S. So your data centers, our data centers, are
all around the world.
Regarding what law governs a subpoena, that depends also.
So it does depend on who's issuing the subpoena, whether
it's a federal subpoena or a state subpoena.
Though we do have data stored in other countries, one, your
data for sure is secure.
And that is kind of how our systems currently work.
If there are specific concerns regarding, you need data to be
hosted in the United States, that's something we can
further discuss.
But as far as we've been dealing with, that isn't much
of a concern.

The question was, can any school get the
SLA signed from Google?
So the SLA is actually part of our contract.
So it's true for all schools.

ARIEL HATHAWAY: And there's a question about centrally
managed contacts.
So sharing contacts by your group or globally.
So right now, if you are sharing contacts, they're
going to be shared with your domain.
And if you have a shared contact API and you can also
use a directory sync tool in order to
upload these contacts.
So those are going to be shared
with your entire domain.
In terms of sharing contacts per group, that is not
something that is currently available.

And then there's a question about Google Sites and
allowing Google Sites to be public.
So you can allow Google Sites to be public.
Again, this is something that the admin can decide whether
they want to do or not.
So you can say whether you want to allow people to post a
site publicly on the web.
And then that's a sharing setting within Sites that you
can select whether it's going to be viewable within the
domain, and whether it's just viewable to the people who you
explicitly share it with, or whether it's going to be
viewable to everybody.
And then, one thing you can also do with Google Sites is
that you can post-- you can do a web address mapping.
So say, for example, you've created your school site in
Google Sites.
You could have it and then
have it point to that Google site.

And so, yes, we will be-- there are questions about
whether we will be posting this.
So we will be posting this recording later on.
And I can send out an email to those who have registered for
the webinar after we've posted it.
And also we can make sure that we share any additional
material links and things of that nature with you, so that
you can have that.

If there are any other questions, let us know now.

So we'll be posting information to
our resource center.
I can send you all a link to that.
And then also, I can this follow-up email as well, with

OK, great.
So I just want to thank everyone for attending.
And so we'll be posting this information and we can send
information out.
And then also--
so next week we'll be doing the A to Z of the Google Apps
So in this session we'll be covering deployment plans, how
to go about the various things that you need to take into
And then on Thursday we'll be doing a webinar regarding A
Deep Dive Into the Google Apps Control Panel.
So how to really make the Google Apps Control Panel work
for you and to use that to the best of your ability.
And then finally, on the Wednesday of the following
week, on March 30, we'll be doing
Marketing and Project Planning.

In terms of how to market your Google Apps-- if you decide to
go Google, how can you market this project to your students
and to your faculty and staff?
And then also, project planning.
So we can take a look at some project plans and how these
can be really effective in making sure that
everything is completed.
Thank you, everyone, for your time.
And we hope to see you on the future webinars.