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Gapps Pilot Guide

Gapps Pilot Guide

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Published by: nadwanjohi on Nov 08, 2011
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Google Apps for Business offers multiple ways to keep your organization’s data secure.
Several of these options are built into the service and can be configured in the control panel,
while other options, such as the Google Single Sign-On service, can be used to integrate
Google Apps with your existing directory, security, and authentication systems. You determine
which security configurations your organization needs to implement during your pilot, and
which options you want to add in your production deployment.

Controlling sharing options

Google Apps for Business allows you to set a maximum sharing level for most services at your
domain. Each service’s setting is managed separately, allowing you to set exactly the level of
security your organization needs.

CalendarChoose from one of three options for sharing calendars outside your domain:

Only free/busy information is shared: People outside your domain
can see if your users are free or busy, but cannot see event details.

All information can be shared: People outside your domain can view
event details, but cannot make changes.

All information is shared and editable: People outside your domain
can view and edit event details on your users’ calendars if they choose to
share them.

These settings are applied to your entire domain and cannot be overridden by
users. You can also set the default sharing level for users within your domain,
though individual users can edit this setting.

For more information about calendar sharing and other settings, see the
Google Apps Admin Help Center.

Docs

Choose from one of three options for sharing documents outside your domain:

No external sharing: Users cannot share docs outside your domain. If
you select this option, you can also restrict users from receiving docs from
external users.

Share with warning: Users can share outside the domain, but receive a
warning each time.

Share with no warning: Users can share documents with people outside
your domain with no warning.

These settings are applied to all users at your domain and cannot be
overridden by an individual user.

For more information on document sharing settings, see the Google Apps
Admin Help Center.

Test and Customize Your Pilot

199

Message Security and Message Discovery by Postini

Google Apps for Business includes Message Security, powered by Postini. You can use this
service to filter messages for spam and viruses, and enforce any content policies your
organization requires. If you upgrade the service to Message Discovery, you can also capture
all email to and from your domain in a secure, easily accessible central archive.

Because you need to change your domain’s MX records to point to Postini’s mail servers to
activate Message Security, it may be preferable to activate the service after your pilot. To learn
more, see “Message Security and Message Discovery” on page106 or contact your Google
representative.

Sites

Choose from one of four options for sharing sites outside your domain:

No external sharing: Users cannot share sites outside your domain.

Share with warning: Users can share outside the domain, but receive a
warning each time.

Share with no warning: Users can share sites with people outside your
domain with no warning.

Users can publish sites: Users have the ability to publish sites so that
anybody on the internet can view them at a public URL. Sites may be
indexed by search engines.

These settings apply to all sites created by users at your domain.

For more information about sites sharing settings, see Google Apps Admin
Help Center.

Video

The sharing options for videos in Google Apps are different from the sharing
options for the other services. Videos may only be shared within your domain.
When you upload a video, you can choose to share it with specific users, or
with the entire domain.

For more information about video sharing settings, see the Google Apps
Admin Help Center.

ChatUsers at your domain can chat with anybody on the Google network, which
includes all Google Talk and Gmail chat users. However, you can set the
following security options:

Hide users’ status outside your domain: Users can still chat with
people outside the domain, but their status messages won’t show for
external users.

Chat with warning: Warns users when they chat with people outside your

domain.

Disable chat outside the Google network: Disables chat with users
on the larger federated network.

These settings are applied to all users within your domain.

For a detailed look at chat security options, see Google Apps Admin Help
Center.

200

Google Apps Pilot Guide

Single sign-on

The Google Single Sign-On service allows you to integrate Google Apps with your existing
authentication systems, such as your LDAP directory or enterprise single sign-on application.
This integration allows you to securely manage user authentication with your existing system.
You can learn more about the Single Sign-On service in “Single sign-on” on page93.

Additional security options

Disable POP and IMAP access: If you’d like to make sure users access their email only
in the Gmail interface, you can disable POP and IMAP access in Email Settings in the
control panel. Learn more at the Google Apps Admin Help Center.

Enable SSL: Enhance security by making sure that users who access Google Apps in a
browser do so using SSL. To enable SSL, select the SSL option in Domain Settings in the
Control Panel. Visit the Google Apps Admin Help Center to learn more and enable this feature.

Contact your Google representative if you want to discuss other security controls, such as
enforcing TLS, enabling IP whitelisting, or restricting automatic email forwarding.

Next steps

Now that you’ve customized Google Apps for your organization and implemented security
measures, you can begin your pilot. Depending on your pilot plan, your next steps might be to
notify and train your pilot users, confirm your support plan, and other steps described in “Plan
Your Pilot” on page21.

During your pilot

If you have questions or feature suggestions, or would like to discuss a production
deployment, we encourage you to contact your Google representative or Google support.
You’ll find support information and options for working with Google Solutions Providers in
“Support Resources” on page67.

A final word...

We at Google are excited that you’ve started on your journey to pilot Google Apps for
Business. We hope you’ll find that our messaging and collaboration services offer the ideal
combination of value, convenience, and functionality. Welcome to Google Apps, and enjoy
your new services!

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