abillybob Posted June 19, 2014 Posted June 19, 2014 (edited) 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!!! Edited June 19, 2014 by abillybob
sparkeh Posted June 19, 2014 Posted June 19, 2014 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 @.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
ADMaster Posted June 19, 2014 Posted June 19, 2014 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/?enterprise_product=GOOGLE.EDU#0
laserblazer Posted June 19, 2014 Posted June 19, 2014 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.
fiza Posted June 19, 2014 Posted June 19, 2014 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?
sparkeh Posted June 19, 2014 Posted June 19, 2014 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
abillybob Posted June 19, 2014 Author Posted June 19, 2014 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!
ADMaster Posted June 19, 2014 Posted June 19, 2014 @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. [email protected] [email protected] I'm not sure if that would comply with your DPA or not.
sparkeh Posted June 19, 2014 Posted June 19, 2014 @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. [email protected] [email protected] 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...
caffrey Posted June 19, 2014 Posted June 19, 2014 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.
rob_coles Posted June 19, 2014 Posted June 19, 2014 Google Vault is £6.60 per member of staff. Students are free.
sparkeh Posted June 19, 2014 Posted June 19, 2014 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?
Arthur Posted June 19, 2014 Posted June 19, 2014 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?
sparkeh Posted June 19, 2014 Posted June 19, 2014 (edited) 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. Edited June 19, 2014 by sparkeh
rob_coles Posted June 20, 2014 Posted June 20, 2014 Purchased from ancoris.com but was also quoted from refractiv.co.uk 2
abillybob Posted June 20, 2014 Author Posted June 20, 2014 Hey Guys So I have it all setup , everything is activated and currently I'm on the admin dashboard, I then clicked on Users to start adding users but it said I only have a limit of 10? Eh? I'm sure I'm doing something wrong here can someone point it our for me!? Cheers
rob_coles Posted June 20, 2014 Posted June 20, 2014 If I remember right you have to request more. Also have you looked at directory sync? It will mirror your ad users creating email address groups etc
rob_coles Posted June 20, 2014 Posted June 20, 2014 Also https://support.google.com/a/answer/2611859?hl=en
caffrey Posted June 20, 2014 Posted June 20, 2014 I needed to request more too, the ten is handy while you're having a play, good luck with the new interface
sparkeh Posted June 20, 2014 Posted June 20, 2014 Hey Guys So I have it all setup , everything is activated and currently I'm on the admin dashboard, I then clicked on Users to start adding users but it said I only have a limit of 10? Eh? I'm sure I'm doing something wrong here can someone point it our for me!? Cheers If I remember correctly, Google Apps Free Edition (which you get when you initially setup) has the 10 users limit, once you have been verified as an educational institution you are upgraded to Google Apps for Education and the cap is lifted.
Arthur Posted June 20, 2014 Posted June 20, 2014 If I remember correctly, Google Apps Free Edition (which you get when you initially setup) has the 10 users limit, once you have been verified as an educational institution you are upgraded to Google Apps for Education and the cap is lifted. The free edition was discontinued over a year ago. http://www.zdnet.com/google-kills-off-free-google-apps-offering-7000008467/
sparkeh Posted June 20, 2014 Posted June 20, 2014 The free edition was discontinued over a year ago. Google kills off free Google Apps offering | ZDNet Oh ok, but I think the scenario still stands, we had to wait until we had confirmation that our school status has been confirmed.
abillybob Posted June 20, 2014 Author Posted June 20, 2014 How do you get confirmed do you know? I have emailed Google and hopefully they'll get back to me but it may take a while!
sparkeh Posted June 20, 2014 Posted June 20, 2014 How do you get confirmed do you know? I have emailed Google and hopefully they'll get back to me but it may take a while! From https://support.google.com/a/answer/2856827 After you sign up, you have access to a 30-day free trial of Google Apps for Education. You will receive an email confirming that your application for the full version of Google Apps for Education is under review. Note that Google can take up to 2 weeks to verify your eligibility for Google Apps for Education. Ok the logic has slightly changed from what I posted above, rather than upgrading from Free Edition (as happened with us) you get a 30 day trial and are then upgraded to the full Education Edition. Did you get the email saying your application was under review? If so then its a case of waiting.
abillybob Posted June 20, 2014 Author Posted June 20, 2014 Ok the logic has slightly changed from what I posted above, rather than upgrading from Free Edition (as happened with us) you get a 30 day trial and are then upgraded to the full Education Edition. Did you get the email saying your application was under review? If so then its a case of waiting. I actually found this https://support.google.com/a/answer/1625803?hl=en&ref_topic=4364675 it would seem you now have to contact them and request more user accounts to be enabled a bit like Microsoft and their VLSC thing!
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