Taming Google Workspace (G Suite) - An Administrator Guide

Google Workspace, formerly known as G Suite, is a collection of productivity and collaboration tools offered by Google. These tools include email, document creation and editing, online storage, video conferencing, and more.

The main purpose of Google Workspace is to help individuals and organizations work more efficiently and effectively by providing a range of tools that can be accessed from anywhere and on any device. With Google Workspace, you can create and edit documents, collaborate on projects in real-time with colleagues, share files, and communicate with team members through email and video conferencing.

There are several reasons why you might want to use Google Workspace. Some of the benefits include:

1. Collaboration: Google Workspace makes it easy for teams to work together, no matter where they are located. With real-time collaboration, you can work on documents, spreadsheets, and presentations with your team in one place, and see each other's changes in real-time.

2. Productivity: Google Workspace includes tools such as Gmail, Google Calendar, and Google Drive that can help you stay organized and on top of tasks. You can also use integrations with other productivity tools, such as Trello or Asana, to manage your work more effectively.

3. Security: Google Workspace is designed with security in mind. It includes features such as two-factor authentication and data encryption to protect your data.

We look at all the various deployment checklists you might need, including a change management guide and many other resources for Google Workspace (G Suite)

Day 0–30:

Set up user accounts and Gmail for your pilot IT staff so they can start using Google Workspace in their daily work. Plan your organization's data migration, mobile, and authentication strategies. And announce the upcoming transition.

Day 31–60:

Create user accounts to route messages for a selection of early adopters (approximately 5% of your users). Migrate their emails, calendars, and contacts to Google Workspace, and set up their mobile devices. Continue to build your organization’s awareness about the transition, and plan your help desk operations.

Day 61–90:

Create Google Workspace accounts for your remaining users. Complete the migration of users’ data. After that, you can route all users' email to Gmail. Finally, prepare your go-live communications, training, and support for users.

In this lesson, we will be learning how to register a domain for use with Google Workspace (G Suite). This is an important step in setting up your online presence and creating a professional image for your business or personal brand.

To find the best domain for ourselves, we will be using a couple of different tools to help us with the search process. These tools will allow us to search for available domain names, check for social media handle availability, and more.

Once we have found the perfect domain for our needs, we will then move on to the process of adding the nameservers for the new domain into NameCheap. This will allow us to point our new domain to our hosting on SiteGround, which will allow us to easily manage our website and online presence.

Throughout this lesson, we will be working through each step of the process in detail, providing guidance and tips to help you successfully register and set up your new domain. By the end of this lesson, you should have a solid understanding of how to register a domain for use with Google Workspace (G Suite) and have all the necessary tools and information to get started.

In this lesson, you will learn how to register a domain for your Google Workspace Trial. A domain is a unique name that identifies your website or business online, and it is an important aspect of building a professional online presence. We will be using a couple of tools to help you find the best domain for your needs, and to check if the social media handles are available for that domain.

Once you have found the perfect domain, we will then add the nameservers for the new domain into NameCheap, which is a domain registrar that allows you to purchase and manage your domain. The nameservers are essentially the "address" of your domain, and they will be used to point to your hosting on SiteGround, which is a web hosting service that provides the necessary infrastructure for your website to run online.

Throughout this lesson, you will be asked to sign up for a trial of Google Workspace Business, which is a suite of productivity tools that includes Gmail, Google Docs, and more. The trial will give you 14 days to test out the service and see if it meets your needs. If you would like to extend your trial by an additional 30 days, you can contact me at paul@taming.tech and we can arrange for an extension.

MX records are a type of DNS record that specify the mail server responsible for accepting email messages on behalf of a domain. These records are crucial for ensuring that email sent to a domain is delivered to the correct mail server and ultimately to the intended recipient.

Before adding MX records to your Google Workspace trial, it is important to ensure that this is not a live domain with active mail flow. Changing the MX records of a live domain can disrupt the mail flow, causing emails to be lost or delayed. Therefore, it is essential to take caution when modifying these records.

To add MX records to your Google Workspace trial, follow these steps:

1. Sign in to your Google Workspace account and navigate to the Admin console.

2. In the Admin console, go to the "Apps" section and select "G Suite."

3. Click on the "Gmail" tab and then select the "Advanced settings" link.

4. Scroll down to the "MX Records" section and click the "Add New" button.

5. In the "Name" field, enter the domain name for which you want to add the MX records.

6. In the "Priority" field, enter a value that determines the order in which the MX records will be checked for delivery. A lower number indicates a higher priority.

7. In the "Destination" field, enter the address of the mail server responsible for accepting email messages for the domain.

8. Click the "Add" button to save the MX record.

Remember to always be cautious when modifying MX records, as it can affect the mail flow for your domain. If you are unsure about how to add MX records or if this is the right course of action for your domain, please ask in the Q&A Section of this Google Workspace Admin Course.

An SPF record, or Sender Policy Framework record, is a type of DNS record that is used to verify the authenticity of emails sent from a specific domain. It specifies which mail servers are authorized to send email on behalf of the domain, helping to prevent spam and phishing attacks.

In the context of a Google Workspace account, setting up the SPF records involves adding a specific string of text to the DNS records of your domain. This string tells email servers that the messages coming from your domain are legitimate and should be accepted.

However, it is important to note that once the SPF records for your domain have been set up, they should not be changed. If the SPF records are altered, it could cause your domain to be untrusted as a valid source of emails. This could lead to your emails being flagged as spam or rejected entirely, which could negatively impact your business or personal communication.

Therefore, it is crucial to carefully consider the SPF records for your domain and ensure that they are set up correctly before going live. Once they are in place, it is essential to leave them unchanged to ensure that your domain remains trusted as a valid source of emails. Obviously, if you add another sending source to your domain, then the SPF needs to be updated to reflect and authorise that source.

DKIM (DomainKeys Identified Mail) is a security measure that allows an email sender to digitally sign their messages. This helps to prevent unauthorized parties from pretending to be the sender and sending spam or phishing emails. By adding a DKIM record to your Google Workspace, you are ensuring that all emails sent from your domain are authenticated and legitimate.

To add a DKIM record to Google Workspace, you will need to access the Domain Name System (DNS) settings for your domain. These settings can be found in the Google Workspace administrator console. Once you are in the DNS settings, you will need to create a new TXT record and enter the DKIM information provided by Google Workspace. This information will include a domain name and a series of keys that will be used to verify the authenticity of your emails.

Once you have added the DKIM record to your Google Workspace, you will need to wait for it to propagate through the internet. This can take anywhere from a few hours to a few days, depending on your DNS provider. After the DKIM record has been successfully added, you can start using it to sign your emails and ensure that they are authenticated as legitimate messages.

Overall, adding a DKIM record to your Google Workspace is an important step in securing your email communications and protecting your domain from spam and phishing attacks. By following these steps, you can ensure that your emails are authenticated and trustworthy, which will help to build trust with your clients and customers.

DMARC, or Domain-based Message Authentication, Reporting, and Conformance, is a security protocol that helps protect against email spoofing and phishing attacks. It works by verifying that the sender of an email is actually who they claim to be, and it can be used to prevent unauthorized parties from sending emails that appear to be from your domain.

In this lesson, we will be setting up DMARC policies specifically for our Google Workspace (formerly known as G Suite) emails. This is important because Google Workspace is a popular platform for business email, and it is vulnerable to spoofing and phishing attacks just like any other email system. By implementing DMARC policies, we can ensure that our Google Workspace emails are more secure and less likely to be used for nefarious purposes.

To set up DMARC policies for our Google Workspace mails, we will need to do the following:

1. Identify the domains that we want to protect with DMARC. This could include our primary business domain, as well as any subdomains or aliases that we use for email.

2. Set up DNS records for each of these domains. DMARC uses DNS records to communicate its policies to email servers, so we will need to create these records in order for DMARC to work properly.

3. Configure our DMARC policies. This involves specifying what actions should be taken when an email fails DMARC verification. We can choose to reject the email, quarantine it, or simply flag it for further review.

4. Test our DMARC policies to make sure they are working properly. This may involve sending test emails to ourselves or to a trusted third party to see how our DMARC policies are being applied.

By following these steps, we can set up DMARC policies that will help protect our Google Workspace mails from spoofing and phishing attacks. This is an important step in ensuring the security and integrity of our business communications, and it will help us maintain the trust and confidence of our customers and clients.

This lesson looks at the Google Workspace (G Suite) DNS settings you will need to setup to get Google Workspace (G Suite) to work correctly.

DMARC is an integral part of your email security in Google Workspace (G Suite). Make sure you look at how it works before enabling it. But make sure your Gmail is properly secure to protect your company and your clients.

In this lesson, we will be exploring the different Google Workspace Editions available to businesses, including the Business Starter, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, and Enterprise Plus.

We will discuss the features of each edition and help you determine which one is the best fit for your company's needs.

The Business Starter edition includes a professional productivity suite with 30 GB storage per user, while the Business Standard edition offers enhanced productivity features with 2 TB pooled storage per user.

The Business Plus edition is an advanced productivity suite with 5 TB pooled storage per user. The Enterprise Essentials edition is specifically designed for collaboration and video conferencing with enterprise-grade security and management, as well as seamless integration with your existing email solution.

The Enterprise Standard edition is a complete suite of productivity and collaboration apps with flexible storage and enterprise-grade security and management.

Lastly, the Enterprise Plus edition includes complete productivity and collaboration with flexible storage and the most advanced security and compliance controls.

So, we will help you decide which Google Workspace Edition is the best for your business.

One of the great benefits of using Google Workspace is the variety of support options that are available to you. Whether you're a seasoned pro or just starting out with the platform, there are a range of resources available to help you get the most out of your Google Workspace experience. In this prompt, we'll explore some of the different ways you can get help and support when using Google Workspace.

There are several options available to you when it comes to seeking help and support for Google Workspace. The first and most obvious choice is to use the online resources provided by Google. The Google Workspace Help Center is a comprehensive resource that provides detailed instructions and guidance on how to use all of the different features and tools within the platform. You can search for specific topics or browse through the various categories to find the information you need.

Another option is to use the Google Workspace community forums. These forums are populated by users like you who are looking for help and support with their Google Workspace accounts. You can post questions and get answers from other users, or simply browse through the various discussions to see if anyone has already addressed your issue.

If you prefer more personalized assistance, you can also reach out to Google Workspace support directly. You can do this through the Help Center or by using the contact form on the Google Workspace website. You'll be able to speak with a representative who can provide you with guidance and support to help you resolve any issues you're experiencing.

There are many helpful and informative videos available on YouTube that cover a wide range of topics related to Google Workspace. These videos can be a great resource if you prefer a more visual or interactive way of learning. Simply search for the topic you're interested in, and you'll likely find several videos that can help you out.

You can also find help and support on Reddit, and you can ask questions or browse through the various discussions to see if anyone has already addressed your issue. Keep in mind that the advice you receive on Reddit may be from other users rather than official Google representatives, so it's always a good idea to double-check the information you receive.

Overall, there are plenty of options available to you when it comes to getting help and support with Google Workspace. Whether you prefer to use online resources, community forums, or direct contact with support, you'll be able to find the assistance you need to make the most of your Google Workspace experience.

In this lesson, we start locking down the Gmail section of Google Workspace. We focus in this lecture on the User Settings for Gmail.

Google Workspace, offers a feature called Catchall that allows users to receive and manage emails sent to a specific address, even if the recipient does not have a matching email account. This feature is useful for businesses that want to capture all incoming emails sent to a specific domain, ensuring that no important messages are missed. With Catchall, businesses can easily redirect these emails to the appropriate recipient or store them in a centralized location for later review. In addition to helping businesses stay organized and efficient, Catchall can also protect against potential security threats by allowing users to monitor and control all incoming emails. Overall, Google Workspace's Catchall feature is a valuable tool for businesses looking to streamline their email management processes and maintain a secure online presence.

Google Workspace (G Suite) Default Routing

Google Workspace (G Suite) Quarantines

Google Workspace (G Suite) Safety Settings

Google Workspace (G Suite) - Setup and End User Access

Are you concerned about the security of your Google Workspace (G Suite) account? Do you want to protect yourself and your organization from spam, phishing, and malware attacks? If so, you'll want to familiarize yourself with the spam, phishing, and malware settings available in Google Workspace.

These settings allow you to customize how your account handles potentially harmful emails and attachments, as well as identify and prevent malicious activity on your account. By adjusting these settings, you can increase the security of your Google Workspace account and protect yourself and your organization from cyber threats.

Some key spam, phishing, and malware settings to consider adjusting include:

• Enabling spam filters: These filters can help identify and block spam emails from reaching your inbox. You can customize the level of filtering you want, from low to high, depending on your preference.

• Allowing or blocking certain types of attachments: You can choose to allow or block certain types of attachments, such as executable files or macros, to prevent malicious activity on your account.

By adjusting these and other spam, phishing, and malware settings in Google Workspace, you can increase the security of your account and protect yourself and your organization from cyber threats.

Google Workspace (G Suite) Compliance Settings

Google Workspace (G Suite) Routing

Google Workspace (G Suite) Securing your Google Drive

Google Workspace (G Suite) - Google Drive Settings

Google Workspace (G Suite) Google Calendar Settings

In this lesson, we will be focusing on establishing various organizational units within your company's Google Workspace account. This will involve creating and organizing different groups, departments, and teams within the platform to better streamline communication and collaboration within your organization. By the end of this lesson, you will have a clear understanding of how to set up and manage these organizational units within Google Workspace, allowing you to more effectively manage your company's projects and tasks.

In this lesson, we will be introducing Google Cloud Identity free to our domain and disabling the automatic assignment of licenses for all users. We will also delve into the process of managing apps within organizational units (OUs). By the end of this lesson, you should have a solid understanding of how to utilize Google Cloud Identity free within your domain and effectively manage apps within OUs.

In this lesson, we will be learning how to add users to Google Workspace. This can be done in two different ways: individually or in bulk. We will start by discussing the method for adding individual users one at a time. Then, we will move on to uploading multiple users at once using a CSV file. By the end of this lesson, you will have a clear understanding of how to add users to your Google Workspace account, whether you need to add just one or a large group at once.

In this lesson, we will be taking a closer look at how to manage users within the Google Workspace platform. Specifically, we will be learning how to edit user information, assign licenses to specific users, suspend user accounts, and delete user accounts. By the end of this lesson, you will have a better understanding of how to effectively manage users within Google Workspace and be able to make necessary changes to user accounts as needed.