SiteGround Tutorials

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Google Apps Tutorial

 

Introduction to Google Apps

Google Apps is a set of web applications provided by Google. These web applications include Google Email, Google Calendar, Google Docs and Google Sites.

All of these web applications offer an online alternative to traditional office suites. Thus you can look at Google Apps as an online office suite.

The main advantage of Google Apps is obvious - your documents are always available online, ready to be viewed and edited. You don't need to install any additional software on your computer. Furthermore, Google Apps is a free service, so you won't have to purchase anything. All you need is an internet connection and a standard web browser such as Internet Explorer or Firefox.

The first thing you need to do to start using Google Apps is register a new Google Apps account.

Once you create an account for your domain name, you must verify that you own your domain in order to use Google Apps with it. There are two ways you can verify that you own the domain:

1. You can create a CNAME record to point to google.com .

To verify the ownership of your domain name with a CNAME record, you should add a CNAME record in the following format:

googled1b45bec3014624d 14400 IN CNAME google.com.

Please note that the Google authentication token (the letters and numbers following the word google in the example above) is a unique value valid only for your domain name.

2. You can upload an HTML file to your website.

To verify the ownership of your domain name with an HTML file, you should create an HTML file called googlehostedservice.html inside your public_html directory, add your Google authentication token to the file, e.g.:

googled1b45bec3014624d

and make sure the file is accessible at http://yourdomainname.com/googlehostedservice.html

Once you have created the necessary CNAME record, or uploaded the googlehostedservice.html file, you should allow up to 48 hours for Google to verify your domain's ownership.

Google Apps Overview

Let's now take a closer look at the applications that make up Google Apps.

Google Apps Email

Google Apps Email is a free mail service provided by Google. It supports POP3 and IMAP, and can be used as a webmail client as well.

Although you will see the GMail logo when you access Google Apps Email, the two mail services have their differences. Here are the most important differences between GMail and Google Apps Email:
 

•   With Google Apps Email your email addresses use your domain name, not @gmail.com. Thus you can have an email address like user@yourdomainname.com.
•   Unlike @gmail.com addresses, in Google Apps Email usernames you can have dashes (-) - e.g. you can have my-user@yourdomainname.com. 
•   To reset your Google Apps Email username password, you'll have to contact your email administrator.

Google Apps Email supports almost all popular mail service options - mail forwarding, mail filtering, autoresponders, mail attachments. You can also import your mail contacts from a CSV file.

Another great feature is the multilanguage support - you can have your webmail interface in your own language!

Once you register for Google Apps and activate Email, you will be able to access your mailbox using a URL in the following format:

http://mail.google.com/a/yourdomainname.com

More information on how to use Google Email can be found in our Google Email tutorial.


Google Calendar

Google Calendar, as the name suggests, is a calendar web application provided by Google.

The interface of Google Calendar allows users to view, create and manage their calendar events. Google Calendar supports drag-and-drop, so you can easily move your events from one date or hour to another without reloading the page.

Google Calendar supports a variety of view modes, including daily, weekly, monthly and agenda views. Users can also Quick Add calendar events and set the number of days/weeks to show in their custom view mode.

Outlook calendar files (.csv) and iCalendar files (.ics) can be imported into Google Calendar. You can also import public calendars which contain various national holidays of different countries.

Once you register for Google Apps, you will be able to access your Google Calendar using a URL in the following format:

http://www.google.com/calendar/hosted/yourdomainname.com

To access your Google Calendar through your domain name, e.g.:

http://calendar.yourdomainname.com

you should go to your Google Apps Dashboard > Calendar > Web address > Change URL and select the custom URL option.

Then you should set up your domain's CNAME record to point to ghs.google.com.

More information on how to use Google Calendar can be found in our Google Calendar tutorial.


Google Docs

Google Docs is an online word processor, presentation, spreadsheet and form application provided by Google. It allows users to collaborate in real-time by creating and editing documents online.

Google Docs allows you to create new documents, presentations, spreadsheets, and forms directly from the web interface. You can also import existing documents, presentations and spreadsheets from a file or URL. You can even email a file and it will be available for online editing.

All documents can also be saved to the user's computer in a variety of formats (HTML, OpenOffice, PDF, RTF, Text, Word). All files are saved to the Google servers by default. Opened documents are automatically saved to avoid data loss. Documents can be shared, opened, and edited by multiple users simultaneously.

The following formats are allowed for upload:

  * Allowed document file types: html, txt, doc, docx, rtf, odt, sxw
  * Allowed presentation file types: ppt, pps
  * Allowed spreadsheet file types: csv, xls, xlsx, ods

Once you register for Google Apps, you will be able to access your Google Calendar using a URL in the following format:

http://docs.google.com/a/yourdomainname.com/

To access your Google Docs through your domain name, e.g.:

http://docs.yourdomainname.com

you should go to your Google Apps Dashboard > Docs > Web address > Change URL and select the custom URL option.

Then you should set up your domain's CNAME record to point to ghs.google.com.

More information on how to use Google Docs can be found in our Google Docs tutorial.


Google Talk/Chat

Google Talk is an instant messaging and voice over internet protocol (VOIP) service offered by Google. Google also provides a free chat client called Google Talk which is available only for Windows.

Fortunately, other free chat applications such as Miranda and Pidgin support Google Talk, so even if you don't use Windows, you will still be able to use Google Talk.

And if you don't want to use a separate chat application, you can use Google Talk with Google Gadgets directly from your browser.

GTalk supports encryption, voicemail and file sharing. It also supports offline messaging - users can send messages to their contacts even if they are not signed in. The messages will be received when the recipient goes online even if the sender is currently offline.

Along with voice chat, GTalk supports video chat as well. You can check your chat history directly from your Google Email > Chats.


Google Sites

Google Sites is a structured wiki application offered by Google.

With Google Sites users can work together on creating and managing a Google Site. They can add file attachments, information from other applications (Google Docs, Google Calendar, YouTube, Google Video and Picasa) and new page content. You can add new pages with a single click, and you have full control over who has access to your Site.

Google Sites offers free page themes - web page, announcements, file cabinet, dashboard and list - so you can quickly create your Google Site.

Once you register for Google Apps, you will be able to access your Google Sites using a URL in the following format:

http://sites.google.com/a/yourdomainname.com/

To access your Google Sites through your domain name, e.g.:

http://sites.yourdomainname.com

you should go to your Google Apps Dashboard > Sites > Web address > Change URL and select the custom URL option.

Then you should set up your domain's CNAME record to point to ghs.google.com.

More information on how to use Google Sites can be found in our Google Sites tutorial.
 

Google Mobile

Google Mobile is a set of free Google products for mobile phones. You can choose the mobile device you are using (all major brands are listed, including iPhone, BlackBerry and Nokia) and get free mobile apps for it. Some of the featured Google products are Gmail, Search, Maps, YouTube.

To download a Google Mobile product, you can go to http://www.google.com/mobile/default/ and have a link for the desired product sent directly to your phone.

Alternatively, you can visit m.google.com directly from your mobile device.

How to verify your domain ownership for Google Apps

Click here for instructions How to verify your domain ownership for Google Apps via cPanel

In order to use Google Apps, you must verify that you own your domain. To do this, you have to create a CNAME record using the authentication token provided by Google.

Using the SiteGround Google Apps Manager available in your Customer Area you can easily verify your domain ownership. Follow the steps below to complete the verification process:

• Log in to your SiteGround Customer Area and go to Get Support Section > Google Apps Manager. 

• Select the hosting account that contains the domain whose ownership you want to verify.  

• From the Google Service drop-down menu select Verify domain.  

• Select the domain whose ownership you want to verify. 

• Paste your Google authentication token in the empty field.  

Note that although the token is a unique string valid only for your domain name, it must start with the word "google". If you enter a string which does not start with "google", you will get an "Invalid Google authentication token" error.

• Click Continue to proceed with the verification. Once the process is completed, a confirmation will be displayed.

 

How to verify your domain ownership for Google Apps via cPanel

In order to use Google Apps, you must verify that you own your domain. To do this, you have to create a CNAME record using the authentication token provided by Google.

When you have acquired the Authentication token from Google login to cPanel for your hosting account. Go to Simple DNS Zone Editor. Select the domain name you would like to setup with Google Apps from the “Select a Domain” drop-down menu.

In the “Add a CNAME Record” section enter the authentication code in the “Name” text box and enter google.com in the “CNAME” text box.

Then click the Add a CNAME record button. The following confirmation for successful CNAME creation will appear.

 

 

Now that you have created the necessary CNAME record, you need to "tell" Google to verify your domain. Follow the steps below to complete the domain verification:

• Log in to your Google Apps Dashboard and click Verify domain ownership. 

 

• From the "Choose verification method" drop-down menu select the Change your CNAME record option. 

 

• Click Verify to request the verification of your domain. 

Once the ownership of your domain has been verified by Google, your Google Apps will be set to Active and you will be able to change their settings through the Dashboard.

How to configure your domain for Google Email

Click here for detailed instructions How to configure your domain name for Google Mail via cPanel

You can easily configure your domain(s) to work with Google Email/Gmail using the SiteGround Google Apps Manager available in your Customer Area. To start using Google Email, follow the steps below:

•  Log in to your SiteGround Customer Area and go to Get Support Section > Google Apps Manager.

•  Select the hosting account that contains the domain you want to set up for Google Email. Once you select the hosting account and the Google Apps service you want to use, all domains configured on the account will be listed (this includes the account's primary domain, as well as any parked and addon domains). 

•   From the Google Service drop-down menu select Google Email. 

• Select the domain name you want to configure for Google Email. 

The MX records that will be deleted and the new ones that will be created will be listed. 

• Click Continue to proceed with the changes. Once the process is completed, a confirmation will be displayed:

How to configure your domain name for Google Mail via cPanel

The needed Google Email configuration can be performed via cPanel for your account -> Mail -> MX Entry. There are few easy steps you need to accomplish here. First choose the desired domain name from the drop down menu.

By default the Mail Routing is set to Local Mail Exchange.

You should change it  to Automatically Detect Configuration. This will ensure the MX records you are about to setup are used.

Under Add New Record consecutively add the records provided by Google.

You will have to enter all records provided to you by Google following the priority specified by them and the destination. All will be automatically assigned for the domain name you have chosen from the drop-down menu.

Finally you will have to remove the default MX record added for your domain name. If no changes were previously made it is the one with priority 0 pointing to your domain name.

 

How to configure your domain for Google Docs

Click here for instructions How to configure your domain name for Google Docs via cPanel

You can easily configure your domain(s) to work with Google Docs using the SiteGround Google Apps Manager available in your Customer Area. To start using Google Docs, follow the steps below:

• Log in to your SiteGround Customer Area and go to Get Support Section > Google Apps Manager.
• Select the hosting account that contains the domain you want to set up for Google Docs.

 

• From the Google Service drop-down menu select Google Docs.

• Select the domain name you want to configure for Google Docs.

If you have an existing subdomain you want to configure with Google Docs, select it from the subdomain drop-down menu.

To create a new subdomain for Google Docs, type its name in the subdomain field.

• Click Continue to proceed with the changes. A confirmation that your domain has been successfully configured for Google Docs will be displayed.

 

How to configure your domain name for Google Docs via cPanel

In order to configure your domain name to work with Google Docs there are several steps you need to accomplish. You will need to create a new CNAME record pointing to Google in a manner similar to verifying your domain name for Google Apps.

Login to cPanel for your hosting account. Go to Simple DNS Zone Editor. Select the domain name you would like to setup with Google Docs from the “Select a Domain” drop-down menu.

In the “Add an CNAME Record” section enter docs in the “Name” text box and enter ghs.google.com in the “CNAME” text box.

Then click the Add a CNAME record button. A confirmation will appear that the CNAME was added successfully.

 

 

Now that you have configured your domain for Google Docs, you need to change the Google Docs URL in Google Apps so that you can access it through your domain. Follow the steps below to complete the setup:

• Go to your Google Apps Dashboard > Docs.
• In the Web address section, click Change URL.

 

• Select the second option and type the name of the subdomain you want to use for accessing your Google Docs through your domain. In our case we'll leave the default subdomain docs. To proceed, click Continue.

• To complete the process, click I've completed these steps.

 

Once your Google Docs is configured and the DNS changes propagate, you will be able to access it directly through http://docs.yourdomainname.com.

How to configure your domain for Google Calendar

Click here for instructions How to configure your domain name for Google Calendar via cPanel

You can easily configure your domain(s) to work with Google Calendar using the SiteGround Google Apps Manager available in your Customer Area. To start using Google Calendar, follow the steps below:

• Log in to your SiteGround Customer Area and go to Get Support Section > Google Apps Manager.

• Select the hosting account that contains the domain you want to set up for Google Calendar.  

• From the Google Service drop-down menu select Google Calendar.

 

• Select the domain name you want to configure for Google Calendar.

If you have an existing subdomain you want to configure with Google Calendar, select it from the subdomain drop-down menu.

To create a new subdomain for Google Calendar, type its name in the subdomain field.

 

• Click Continue to proceed with the changes. A confirmation that your domain has been successfully configured for Google Calendar will be displayed.

How to configure your domain name for Google Calendar via cPanel

In order to configure your domain name to work with Google Calendar there are several steps you need to accomplish. You will need to create a new CNAME record pointing to Google in a manner similar to verifying your domain name for Google Apps.

Login to cPanel for your hosting account. Go to Simple DNS Zone Editor. Select the domain name you would like to setup with Google Calendar from the “Select a Domain” drop-down menu.

 

In the “Add an CNAME Record” section enter calendar in the “Name” text box and enter ghs.google.com in the “CNAME” text box.

 

Then click the Add a CNAME record button. A confirmation will appear that the CNAME was added successfully.

 

 

Now that you have configured your domain for Google Calendar, you need to change the Google Calendar URL in Google Apps so that you can access it through your domain. Follow the steps below to complete the setup:

• Go to your Google Apps Dashboard > Calendar.
• In the Web address section, click Change URL.

• Select the second option and type the name of the subdomain you want to use for accessing your Google Calendar through your domain. In our case we'll leave the default subdomain calendar. To proceed, click Continue.

• To complete the process, click I've completed these steps.

 

Once your Google Calendar is configured and the DNS changes propagate, you will be able to access it directly through http://calendar.yourdomainname.com.

How to configure your domain for Google Sites

Click here for more information How to configure your domain name for Google Sites via cPanel

You can easily configure your domain(s) to work with Google Sites using the SiteGround Google Apps Manager available in your Customer Area. To start using Google Sites, follow the steps below:

• Log in to your SiteGround Customer Area and go to Get Support Section > Google Apps Manager.

• Select the hosting account that contains the domain you want to set up for Google Sites. 

• From the Google Service drop-down menu select Google Sites.

• Select the domain name you want to configure for Google Sites.

If you have an existing subdomain you want to configure with Google Sites, select it from the subdomain drop-down menu.

To create a new subdomain for Google Sites, type its name in the subdomain field.

• Click Continue to proceed with the changes. A confirmation that your domain has been successfully configured for Google Sites will be displayed.

How to configure your domain name for Google Sites via cPanel

In order to configure your domain name to work with Google Sites there are several steps you need to accomplish. You will need to create a new CNAME record pointing to Google in a manner similar to verifying your domain name for Google Apps.

Login to cPanel for your hosting account. Go to Simple DNS Zone Editor. Select the domain name you would like to setup with Google Sites from the “Select a Domain” drop-down menu.

In the “Add an CNAME Record” section enter sites in the “Name” text box and enter ghs.google.com in the “CNAME” text box.

Then click the Add a CNAME record button. A confirmation will appear that the CNAME was added successfully.

 

Now that you have configured your domain for Google Sites, you need to change the Google Sites URL in Google Apps so that you can access it through your domain. Follow the steps below to complete the setup:

• Go to your Google Apps Dashboard > Sites.
• In the Web address section, click Change URL. 

 

• Select the second option and type the name of the subdomain you want to use for accessing your Google Sites through your domain. In our case we'll leave the default subdomain sites. To complete the setup, click Continue.

 

Once your Google Sites is configured and the DNS changes propagate, you will be able to access it directly through http://sites.yourdomainname.com.

How to stop using Google Email

Click here for instructions How to stop using Google Email via cPanel

If you want to stop using Google's mail service, you can easily switch back to using SiteGround's. Follow the steps below to complete the switch:

• Log in to your SiteGround Customer Area and go to Get Support Section > Google Apps Manager.

• Select the hosting account that contains the domain set up for Google Email.

• From the Google Service drop-down menu select Google Email.

  

•   Select the domain name you want to point back to SiteGround. 

The MX records that will be deleted and the new one that will be created will be listed. 

 

• Click Continue to proceed with the changes. A confirmation that Google's MX records have been deleted will be displayed:

 

How to stop using Google Email via cPanel

If you want to stop using the Google Email service, all you need to do is remove the custom records added in the MX Entries for your domain name. Again this is performed via cPanel -> Mail section -> MX Entry. You just need to click the delete link and then confirm by clicking the Delete button in the pop-up.

Note that you should delete all Google mail records following those instructions in order to avoid any discrepancies. Note also that is important in such case to add again the default MX record for your domain name. You can use priority 0 and and your domain name as destination.

 

How to delete an existing Google Apps subdomain

Click here for instructions How to Delete an Existing Google Apps record via cPanel

If you want to stop using a Google Apps service with your domain, you can easily delete the Google Apps subdomain for the service using the SiteGround Google Apps Manager available in your Customer Area.

Let's say that you have configured your domain for Google Docs, Calendar and Sites, but you want to stop using Google Sites. Here is how you can remove the Sites subdomain:

• Log in to your SiteGround Customer Area and go to Get Support Section > Google Apps Manager. 

• Select the hosting account that contains the domain set up for the Google Apps service you want to remove. 

• From the Google Service drop-down menu select Google Sites.

• Select the domain whose Google Apps subdomain you would like to delete.

• All existing subdomains configured for Google Apps on that domain they will be listed. To delete the Sites subdomain, click the Delete button next to sites.yourdomainname.com

Similarly, you can delete subdomains for Google Docs and Google Calendar.

How to Delete an Existing Google Apps record via cPanel

If you want to stop using the Google Email service, all you need to do is remove the custom records added via the DNS Zone Edit  Tool in cPanel for your hosting account. Login to cPanel -> Simple DNS Zone Editor and select the desired domain name from the drop down menu.

You just need to click the delete link and then confirm by clicking the Delete button in the pop-up.

 

Google Apps Registration

The first thing you need to do to start using Google Apps is sign up for it. You can sign up for a Standard Google Apps account at this URL. There are also Premier and Education Google Apps editions, but we are going to focus only on the Standard Edition as it is the most widely used.

On the sign-up page you will see two options for registration depending on whether you are the administrator of the domain (you own or manage it) or a member of it (you are a regular user who cannot manage the domain).

We'll assume you are the administrator of your domain and choose the first option. Then type your domain name in the empty field and click Get Started.

On the next page you will be asked to fill in your details (name, email address, etc). Fill in the required fields and place a check next to "I understand that if I cannot alter DNS records for my domain, I may impact my organization's ability to use Google Apps".

If you wish, you can fill in some details about your organization as well. When you are ready, click Continue to proceed.

Now you should create your administrator account. Type a username and a password in the corresponding fields.

Make sure you read the Terms and Conditions for using the Google Apps service. When you are ready, click I accept. Continue with set up >>.

This completes the Google Apps registration. You will be logged in to your Google Apps Dashboard, from where you can activate and manage your Google Apps services.

How to configure your domain for Google Webmail

Click here for instructions How to configure your domain name for Google Webmail via cPanel

As we mentioned in our Google Apps Overview, Google Email can be used as a webmail client, giving you the option to manage your emails without using an email client such as Outlook or Thunderbird.

Once you configure your domain for Google Email, follow the steps below to set up Google Email to be accessible directly through your domain.

• Log in to your SiteGround Customer Area and go to Get Support Section > Google Apps Manager.
• Select the hosting account that contains the domain you want to set up for Google Webmail.

 

• From the Google Service drop-down menu select Google Webmail.

 

• Select the domain name you want to configure for Google Webmail.

If you have an existing subdomain you want to configure with Google Webmail, select it from the subdomain drop-down menu.

To create a new subdomain for Google Webmail, type its name in the subdomain field.

 

• Click Continue to proceed with the changes. A confirmation that your domain has been successfully configured for Google Webmail will be displayed.

 

How to configure your domain name for Google Webmail via cPanel

In order to configure your domain name to work with Google Webmail there are several steps you need to accomplish. You will need to create a new CNAME record pointing to Google in a manner similar to verifying your domain name for Google Apps.

Login to cPanel for your hosting account. Go to Simple DNS Zone Editor. Select the domain name you would like to setup with Google Webmail from the “Select a Domain” drop-down menu.

In the “Add an CNAME Record” section enter “webmail” in the “Name” text box and enter ghs.google.com in the “CNAME” text box.

Then click the Add a CNAME record button. A confirmation will appear that the CNAME was added successfully.

 

 

Now that you have configured your domain for Google Email, you need to change the Google Email URL in Google Apps so that you can access it through your domain. Follow the steps below to complete the setup:

• Go to your Google Apps Dashboard > Email.
• In the Web address section, click Change URL.

 

• Select the second option and type the name of the subdomain you want to use for accessing your Google Email through your domain. In our case we'll leave the default subdomain mail. To proceed, click Continue. 

 

• To complete the setup, click I've completed these steps.
  

 

Once your Google Email is configured and the DNS changes propagate, you will be able to access your webmail directly through http://mail.yourdomainname.com.

How to disable a Google Apps service

If you no longer want to use a certain Google Apps service, you can easily disable it from your Google Apps Dashboard.

For example, let's say that you want to disable Google Sites. To do this, follow the steps below:

• Go to your Google Apps Dashboard > Sites and click Disable Sites.

• Click Yes, disable Sites.

Once you disable a Google Apps service, it will no longer show on the Dashboard.

To enable an already disabled service, click Add more services on the Dashboard and simply readd the service.