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Getting started with Google Apps

Author: Geek Support Reference Number: AA-00434 Views: 12632 Created: 02/09/2011 11:45 PM Last Updated: 07/17/2012 03:48 PM 0 Rating/ Voters

This article will give you the rundown on what you need to do to configure your web hosting account to use Google Apps.

Contents:


What is Google Apps? Does it cost any money?

Google Apps is a service provided by Google that offers consumers and business a powerful suite of e-mail and collaboration tools. There is both a free and paid version of Google Apps. 

With this article's assistance, configuring your web hosting account to integrate with your Google Apps is easy! We will only be covering the Google Apps where configuration of your web hosting account is needed.


Calendar

Google Calendar is a web-based calendar application that enables employees to work together efficiently and helps minimize costs and IT hassles.

Easily schedule appointments

Overlay multiple calendars to see when people are available. Google Calendar sends invitations and manages RSVPs.

Integrate with your email system

Google Calendar is integrated into Gmail and interoperable with popular calendar applications.

Share project calendars

Calendars can be shared company-wide or with select co-workers. A range of sharing permission controls help maintain security and privacy.

Access with your mobile device

View and edit event details, add new events, and invite guests on mobile devices like the BlackBerry and iPhone. Even receive calendar notifications via SMS.

Publish calendars

Publicize external company events by publishing a calendar to make it searchable in the Google Calendar gallery. Easily embed calendars into web pages.


Configuring Calendar Web URL

To configure Web URL (ex. calendar.yourdomain.com) for Calendar, you will need to complete the following steps:

  • Login to the Dashboard (https://www.google.com/a/cpanel/yourdomain.com/Dashboard)
    • Replace "yourdomain.com" with the domain you set up with Google Apps
  • Select Calendar under Service Settings


  • Select Change URL

  • Input the name of a subdomain (ex. calendar) that you would like to use for Calendar and then select Continue.


  • Go ahead and select I've completed these steps as we will be doing those steps next.
  • Next, login to your web hosting account's cPanel and then navigate to Domains >> Simple DNS Zone Editor.


  • Navigate to Add a CNAME Record
    • Input the Name of your record, in this example we use "calendar".
    • Input the CNAME of your record, use: "ghs.google.com".


  • Select Add CNAME Record



  • You're finished!

Docs

Google Docs gives you access to web-based documents, spreadsheets, drawings and presentations that let users edit the same file at the same time so you always have the latest version.    

Anytime, anywhere access to your work

Google Docs is securely powered by the web, giving you the flexibility to be productive from your desk, on the road, at home and on your mobile phone, even when you're offline.

Works across operating systems

Google Docs works in the browser on PC, Mac, and Linux computers, and supports popular formats such as .doc, .xls, .ppt, and .pdf.

Easily upload and share files

Files stored on Google Docs are always accessible and backed-up online.

Secure access controls

Administrators can manage file sharing permissions system-wide, and document owners can share and revoke file access at any time.


Configuring Docs Web URL

To configure Web URL (ex. docs.yourdomain.com) for Docs, you will need to complete the following steps:
  • Login to the Dashboard (https://www.google.com/a/cpanel/yourdomain.com/Dashboard)
    • Replace "yourdomain.com" with the domain you set up with Google Apps
  • Select Docs under Service Settings


  • Select Change URL


  • Input the name of a subdomain (ex. docs) that you would like to use for Docs and then select Continue.


  • Go ahead and select I've completed these steps as we will be doing those steps next.
  • Next, login to your web hosting account's cPanel and then navigate to Domains >> Simple DNS Zone Editor.


  • Navigate to Add a CNAME Record
    • Input the Name of your record, in this example we use "docs".
    • Input the CNAME of your record, use: "ghs.google.com".


  • Select Add CNAME Record


  • You're finished!

Google Mail

Google Apps Email is a free service provided by Google and it is a very powerful mail solution. Google Apps Email supports POP3, IMAP and webmail.  It is very similar to Gmail, but differences do exist.

Outsourcing Email to Google Apps Email

It is very popular for our users to outsource their email service to Google Apps and we fully support doing so. However, do note that when you use Google Apps for your email, you must use their web interface to configure email, add email addresses, etc. We cannot assist you in the configuration of your email when you are not using our email service.

Is Google Apps email different from Gmail? (Google Apps Help)

While email accounts at your domain look very similar to Gmail accounts, important differences do exist: Here's what you should know:
  • Usernames may contain letters (a-z), numbers (0-9), dashes (-), and periods.
  • Unlike Gmail, Google Apps recognizes dots (.) in your username. bradley and brad.ley are not the same account. To achieve this, ask your administrator to create a nickname for you.
  • Email addresses are at your domain name, not '@gmail.com' or '@googlemail.com.'
  • You can use POP access, but the configuration requirements are slightly different:
    • Any time you're asked for your username during the configuration process, you'll need to enter your full email address (username@yourdomain.com).
    • The incoming server is still pop.gmail.com, and outgoing server is smtp.gmail.com.
  • To migrate mail from your Gmail account to your Google Apps email account, you can configure Gmail's Mail Fetcher
  • To reset your password, you'll need to contact your email administrator.

Our users will want to configure both the web URL and the MX record (a must) to fully integrate Google Apps Email into their web hosting. With this article's help, you will be able to get Google Mail activated quickly.


Configuring Mail Web URL

To configure Web URL (ex. mail.yourdomain.com) for Google Apps Email, you will need to complete the following steps:

  • Login to the Dashboard (https://www.google.com/a/cpanel/yourdomain.com/Dashboard)
    • Replace "yourdomain.com" with the domain you set up with Google Apps
  • Select Email under Service Settings

  • Select Change URL


  • Input the name of a subdomain (ex. mail) that you would like to use for Email and then select Continue.


  • Go ahead and select I've completed these steps as we will be doing those steps next.
  • Next, login to your web hosting account's cPanel and then navigate to Domains >> Advanced DNS Zone Editor.


  • Navigate to Zone File Records
    • Click Edit next to the entry for mail.yourdomain.com.
    • Leave the Name of your record as mail.yourdomain.com.
    • Change the CNAME of your record, use: "ghs.google.com".


  • Select Edit Record


  • You're finished!

Configuring Mail MX Record

To configure your MX record so that Google Mail can work with your web hosting account, you will need to complete the following steps:

  • Login to the Dashboard (https://www.google.com/a/cpanel/yourdomain.com/Dashboard)
    • Replace "yourdomain.com" with the domain you set up with Google Apps
  • Select Email under Service Settings


  • Select Instructions on how to activate Email


  • Select Change MX records


  • Go ahead and select I've completed these steps as we will be doing those steps next.
  • You have now activated your Google Apps Email.
  • Next, login to your web hosting account's cPanel and then navigate to Mail >> MX Entry.


  • Select Edit next to your existing MX Record
    • Change the Destination of your MX Record, use "ASPMX.L.GOOGLE.COM"


  • Select Edit


  • You're finished!

Sites

Google Sites is an easy way to create secure web pages for intranets and team projects. No coding or HTML required.

Organize information in a central place

Use Google Sites to centralize documents, spreadsheets, presentations, videos, slideshows and more to help keep teams organized.

New! Build collaborative sites faster with templates for project workspaces, team sites, intranets and more.

Anytime, anywhere access

Google Sites is securely powered by the web, so you can access company pages from your desk, on the road, at home and on your mobile phone.

Works across operating systems

Google Sites works in the browser on PC, Mac and Linux computers.

System and site-level security controls

Administrators can manage site sharing permissions across the business, and authors can share and revoke file access at any time.


Configuring Sites Web URL

To configure Web URL (ex. sites.yourdomain.com) for Google Apps Sites, you will need to complete the following steps:

  • Login to the Dashboard (https://www.google.com/a/cpanel/yourdomain.com/Dashboard)
    • Replace "yourdomain.com" with the domain you set up with Google Apps
  • Select Sites under Service Settings


  • Select Change URL


  • Input the name of a subdomain (ex. sites) that you would like to use for Docs and then select Continue.


  • Go ahead and select I've completed these steps as we will be doing those steps next.
  • Next, login to your web hosting account's cPanel and then navigate to Domains >> Simple DNS Zone Editor.


  • Navigate to Add a CNAME Record
    • Input the Name of your record, in this example we use "sites".
    • Input the CNAME of your record, use: "ghs.google.com".


  • Select Add CNAME Record


  • You're finished!

Have any questions?

If you have any questions or need assistance, please contact Geek Support.

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