Gmail Address Book

[FN-GM]

Hello,

 

We use most of G Suite apart from Gmail. I am wanting to migrate onto Gmail sometime soon. I was wondering if it was possible to control the address book like you can in Exchange / Office 365? For example I don’t want students to see users from other schools in the Gmail address book, or Drive sharing for that matter.

 

Thanks for the help

[DavidYoung]

Hi,

 

No answer I'm afraid but we are looking at the same thing (not with Gmail yet but Drive & Classroom). To effectively use Classroom teachers need to have the other teachers in their contact lists (to add as co-teachers) We don't want students to see any other contacts (staff or other students) and want staff to just see other staff.

 

We have all this set up in Office 365 using Address Book Policies, but there doesn't seem to be anything similar in G-Suite beyond turning contact sharing on or off for the whole domain (doesn't even seem to be controllable at the OU level like most features).

 

If anyone finds a solution please let us know!

 

David

[enjay]

I know an email migration is an absolute headache, but I would encourage you to adopt GMail as well as Drive and Classroom. In our experience here, the link between those apps and email has a lot to offer - emails when documents are shared with you, invitations to join a particular Classroom, notification of assignments set, and so on. We ran Drive without Mail for a year, and things just seemed to make more sense once we brought the mail in.

 

As for the actual question, whether someone appears in the address is simply a tick-box in the user's profile in Google to share their contact details (we untick this when someone leaves, so former staff still have their shared files available but don't show up in email), so something which links in to the Google API such as Salamander could do this for you.

[FN-GM]

As for the actual question, whether someone appears in the address is simply a tick-box in the user's profile in Google to share their contact details (we untick this when someone leaves, so former staff still have their shared files available but don't show up in email), so something which links in to the Google API such as Salamander could do this for you.

 

Not really what I asked. We want address books so students can only see students in their own schools and not the others. If we untick that nobody will be able to see them.

Edited April 19, 2017 by FN-GM

[DavidYoung]

No what I asked. We want address books so students can only see students in their own schools and not the others. If we untick that nobody will be able to see them.

 

Ditto, it sounds like you have similar complex address book requirements to us.

 

I know an email migration is an absolute headache, but I would encourage you to adopt GMail as well as Drive and Classroom. In our experience here, the link between those apps and email has a lot to offer - emails when documents are shared with you, invitations to join a particular Classroom, notification of assignments set, and so on. We ran Drive without Mail for a year, and things just seemed to make more sense once we brought the mail in.

 

I'm sure it is something we will do in the future but we are early days in Google-land currently. We have Office 365 email and still get all the notifications from G-suite as we have Gmail switched off so it routes it externally.

[enjay]

Not really what I asked. We want address books so students can only see students in their own schools and not the others. If we untick that nobody will be able to see them.

 

Ah, I see what you're after. If nothing better presents itself, could you use email filtering rules to deny students the ability to email outside their own (sub)domain? I remember doing that to make Primary students at my last school "internal only" email accounts.

[fiza]

You can restrict users sending emails to within their own domain and you can use Routing rules to stop them sending to particular groups. We use routing rules to stop students sending to our staff group email accounts and to any student group accounts.ie all of y11

 

I dont know of a way to stop contacts from appearing in the global list if they were created centrally. Users personal lists don't appear in the global list.

[FN-GM]

I did think that, but would it be appropriate for a 18 year old in one school to be able to see a 5 year old's name in another?

[enjay]

@FN-GM Sorry, I'm struggling to find where you took that screen shot. What's the path to that location?

[fiza]

I did think that, but would it be appropriate for a 18 year old in one school to be able to see a 5 year old's name in another?

 

If each school is in a Google subdomain then you can restrict users to their own domain so they cannot see contacts in the other domain.

[fiza]

@enjay - not to take this off topic but this screenshot shows how we stopped students sending to certain group email addresses. You need to use regexp. Use the same format as in the screenshot but substitute your groups that you don't want students to send to. You can stick this rule at the top student OU or have different ones for each year group if your OUs are split that way. Hope that helps.

 

[fiza]

Its found in the Gmail advanced settings under Routing

[enjay]

Thanks Fiza. I didn't want to go off topic either, which is why I PM'ed you :-)

[enjay]

@fiza - I'd found your one, the setting I couldn't find is the one @FN-GM has posted, about allowing SSO logins on Chromebooks.

[fiza]

@fiza - I'd found your one, the setting I couldn't find is the one @FN-GM has posted, about allowing SSO logins on Chromebooks.

 

That would be under device management>chrome management>user settings

[FN-GM]

If each school is in a Google subdomain then you can restrict users to their own domain so they cannot see contacts in the other domain.

 

When you say domain do you mean the G Suite domain or an DNS domain (ie school.com). If it is the latter where do you set that setting please?

 

That would be under device management>chrome management>user settings

 

Is it under there yes.

[FN-GM]

Just noticed I put the screenshot in the wrong thread. It was supposed to be here - http://www.edugeek.net/forums/cloud-services/181406-g-suite-single-sign-ad-fs.html

[fiza]

When you say domain do you mean the G Suite domain or an DNS domain (ie school.com). If it is the latter where do you set that setting please?

 

Its not something I have done myself but I remember asking the question about restricting contacts so students couldnt see them and I was told the only way to do this was if the students were in a sub domain of your google domain. Sorry not much help I know.

 

https://support.google.com/a/answer/175747?hl=en&ref_topic=3541972

https://support.google.com/a/answer/167085?hl=en

[FN-GM]

Its not something I have done myself but I remember asking the question about restricting contacts so students couldnt see them and I was told the only way to do this was if the students were in a sub domain of your google domain. Sorry not much help I know.

 

https://support.google.com/a/answer/175747?hl=en&ref_topic=3541972

https://support.google.com/a/answer/167085?hl=en

 

Each school is on their own domain anyway as they have different names. But they can still see each other.

[fiza]

Each school is on their own domain anyway as they have different names. But they can still see each other.

 

I see..... I have a meeting scheduled with Google on 8th May I can ask them about this on your behalf.

[rogerdnixon]

If the schools are on totally separate G Suite domains - so not on the same management console, then they will not see each other. If the schools are sub-domains of a G Suite setup, then they will. So we have one main domain and a number of primaries as sub-domains. While users can see users in other sub-domains, you can restrict delivery to those domains with a content compliance rule in GMail User settings. So I've got it set that our secondary students cannot email primary domains and primary students can only email within their domain. However, the only way to "hide" a user is to turn off contact sharing for that user. You can do this in bulk using GAM. More granular settings for Sub-OUs have been requested - but no harm doing it again.

[fiza]

@FN-GM - I asked the question over on Google+ and got this answer. Possibly not what you want to hear.

 

In a multi-domain setup your best bet is to turn off contacts for everyone. As users send/receive messages their address book will be automatically updated. After a few weeks most users will have their most frequently used contacts in their address book.

[FN-GM]

Thanks anyway. That isn't an option so looks like it will need to be wide open. Great.

[fiza]

Thanks anyway. That isn't an option so looks like it will need to be wide open. Great.

 

You can still restrict them from sending each other emails with the routing rules. Our younger students cannot send/receive emails outside of our domain or send/receive to any groups.

[FN-GM]

Hello,

 

How do I totally hide a group from the address book please?

 

Thanks