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Enterprise Software Thread, Moving email to Google in Technical; Hey Guys Has anyone had experience moving from county hosted email to Google Email for all staff? I have never ...
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    abillybob's Avatar
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    Moving email to Google

    Hey Guys

    Has anyone had experience moving from county hosted email to Google Email for all staff? I have never set-up anything like this before but would like to very soon! Just a few questions...

    How do we sign up, do we have to prove we're educational blah blah?
    Can we use our own domain so instead of @gmail.com have @schoolnamehere.co.uk - if so how do we go about getting this setup?
    Is it an easy process and is it easy to manage?
    How much is it per year or am I right thinking it's free?
    Can I move all our users over and keep their emails intact in their inbox?

    Cheers Guys!!!
    Last edited by abillybob; 19th June 2014 at 02:36 PM.

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    sparkeh's Avatar
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    Quote Originally Posted by abillybob View Post
    Hey Guys

    Has anyone had experience moving from county hosted email to Google Email for all staff?
    Yep we did it.
    I have never set-up anything like this before but would like to very soon! Just a few questions...
    How do we sign up,
    Google Apps for Education
    do we have to prove we're educational blah blah?
    Yeah, there are different methods, can't remember them all off the top of my head, one is a dns record, we just put a file on our webserver to prove we owned the domain.
    Can we use our own domain so instead of @gmail.com have @schoolnamehere.co.uk - if so how do we go about getting this setup?
    Yep, we use <school>@<county>.sch.uk - if you prove you own the domain you can use it
    Is it an easy process and is it easy to manage?
    I found it straight forward but did lots of reading first, I think that's a good idea
    How much is it per year or am I right thinking it's free?
    Free!
    Can I move all our users over and keep their emails intact in their inbox?
    Not sure actually. I just made everyone archive mail they wanted to keep and started fresh

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    ADMaster's Avatar
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    Yes to all of the above
    The most difficult part will be moving the current emails, there are migration tools out there, but you can setup the new Google accounts to download all the current mail via POP as well.

    It has been a few years since I signed up so the process has probably changed three times since then.

    https://www.google.com/a/signup/?ent...t=GOOGLE.EDU#0

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    Our LEA did it for us. So we kept the same domain .sch.uk and Global IDs. It is synchronised to the LEA system which makes it easy to set up and remove accounts. I have a feeling that Shropshire has a similar setup to Worcestershire, so it might be woth asking.

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    What do you do for archiving and email retention when you have moved over to gmail?
    We would like to consider gmail or office365 but it worries me that if I ever get asked to produce the emails of student x or staff member y for the last 6 months I wont be able to. Is this something that I need to worry about or is it possible in gmail/office365?

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    sparkeh's Avatar
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    Quote Originally Posted by fiza View Post
    What do you do for archiving and email retention when you have moved over to gmail?
    We would like to consider gmail or office365 but it worries me that if I ever get asked to produce the emails of student x or staff member y for the last 6 months I wont be able to. Is this something that I need to worry about or is it possible in gmail/office365?
    Well I can only speak about Google Apps, if you want to do this you need to add on Google Vault: Products ? Google Apps for Education
    Not free and I can't for the life of me work out how how much it is or how you get it added. If anyone knows let me know

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    abillybob's Avatar
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    Cheers for all the information guys very helpful will be doing this over the summer, but at the same time I think we will keep counties mail swell just incase for the next few months staff need to get hold of previous emails! We actually have our domain registered with 1&1 Domains could we prove we own it somehow through this??

    I will talk to county in more detail about it and hopefully they can tell me what options we have!
    I am a bit worried though I have heard horror stories of how companies offer a free service and then suddenly drop a bomb shell on you that you will have to start paying that's what most worries me I think!

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    ADMaster's Avatar
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    @fiza
    There is the mentioned Google vault, then there are third party companies such as gaggle and cloud lock etc.
    A free method to archive is to create a dedicated archive account and use the compliance settings to bcc all mail to that account. When it gets full create a new one and update your policy.
    archive-201406@school.domain
    archive-201412@school.domain

    I'm not sure if that would comply with your DPA or not.

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    sparkeh's Avatar
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    Quote Originally Posted by ADMaster View Post
    @fiza
    There is the mentioned Google vault, then there are third party companies such as gaggle and cloud lock etc.
    A free method to archive is to create a dedicated archive account and use the compliance settings to bcc all mail to that account. When it gets full create a new one and update your policy.
    archive-201406@school.domain
    archive-201412@school.domain

    I'm not sure if that would comply with your DPA or not.
    Yeah I've thought about that but yeah need to think it through...

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    Don't forget you can create your domain without doing any damage to test everything before rollout.

    I transferred everything over, be warned it's slow especially on larger mailboxes but its fairly foolproof even on failure retry it won't create dupes etc.

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    rob_coles's Avatar
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    Google Vault is £6.60 per member of staff.
    Students are free.

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    sparkeh's Avatar
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    Quote Originally Posted by rob_coles View Post
    Google Vault is £6.60 per member of staff.
    Students are free.
    How did you find this out and did you manage to actually buy it?

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    Quote Originally Posted by rob_coles View Post
    Google Vault is £6.60 per member of staff. Students are free.
    Based on previous threads, I assume you have to purchase Google Vault through C-Learning in the UK?

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    sparkeh's Avatar
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    Moving email to Google

    Quote Originally Posted by Arthur View Post
    Based on previous threads, I assume you have to purchase Google Vault through C-Learning in the UK?
    Thanks, I searched here but didn't find anything, I'll take a look.

    It's weird though, if you have Apps for business you can purchase through the admin interface, but not in Edu version.
    Last edited by sparkeh; 20th June 2014 at 12:15 AM.

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    rob_coles's Avatar
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    Purchased from ancoris.com but was also quoted from refractiv.co.uk

  16. 2 Thanks to rob_coles:

    Arthur (20th June 2014), sparkeh (20th June 2014)



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