Google Apps Deployment Guide[1]

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Google Apps Education EditionUniversity Deployment Pack

Google Apps Education Edition University Deployment Pack

Welcome Letter

Google APPS Deployment ChecklistHow to talk about Google Apps at your schoolOn your school websiteBy emailAround campusIn the news (public relations)

How to Talk About Google APPSNaming your email systemCreating your own logoTalking about Google AppsHow to talk about the Google Apps suite of productsUsing Google logos and icons

Outreach IdeasHow to get your community excited about using Google Apps

Outreach – OnlineHow to increase user awareness online

Outreach – on CampusHow to increase user awareness on campusFlyersBannersBookmarks

Other ExamplesExamples from other Google Apps universities

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WElCOmE lETTEr

Dear Google Apps Administrator,

So you’ve decided to go with Google Apps for your school, and now you’re ready to spread the word to your entire community.

This kit contains tools and guidelines to help you get your students, faculty, and alumni ready and excited about what’s coming. It includes things like guidelines for co-branded materials, sample email notifications, web templates, hi-resolution icons, and ideas for student outreach campaigns. Please feel free to share these materials with everyone who will be involved in your Google Apps deployment, from department webmasters and computer lab assistants, to the student government and your school’s communications team.

We developed these materials in conjunction with administrators at schools that have already successfully deployed Google Apps, and we hope you find it helpful. If you read this guide and have additional questions, concerns, or feedback, please do not hesitate to contact us at [email protected] or via your dedicated Google Apps sales representative.

We’re very excited that your school has chosen to use Google Apps, and we look forward to hearing about your successful deployment!

Sincerely,The Google Apps Education Team

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GOOGlE APPS DEPlOymENT CHECklIST

Note: To make it easier for you to use, all of the content referenced in this guide, including customizable templates, graphics, and logos, is available online at www.google.com/apps/universitydeployment

How to talk about Google Apps at your school:

Give Google Apps at your school a unique name that reflects your identity. See examples on page 5.

Create your own logo, or use our logo in conjunction with your school name. See examples on page 5.

review the messaging content you can use for outreach about Google Apps, provided on page 5.

On your school website:

Create a landing page that introduces Google Apps at your school and explains clearly how to sign up. See customizable landing page template on page 8.

Start a list of Frequently Asked Questions about Google Apps, and link it from your email landing page. See sample FAQ on page 8.

Add prominent links to your Google Apps landing page from popular pages on your school website. See tips for a successful linking strategy on page 8.

Consider using a screensaver on your school’s computers that invites users to sign in to their Google Apps accounts. See template on page 8.

By email:

Alert your users by email 1-3 months before deployment. See email templates at www.google.com/apps/universitydeployment

Send a reminder email 2 weeks before deployment.

Send your announcement email on the date of deployment.

Around campus:

Print and post paper flyers announcing Google Apps at your school. See customizable template on page 9.

Consider hanging large banners in prominent community locations, such as a student center, computer lab, or library. See banner template on page 9.

To further boost awareness, try distributing other forms of print collateral, such as bookmarks. See templates on page 9.

In the news (public relations):

Brief your school’s newspaper editors about the deployment. See briefing materials on page 10.

Consider placing an announcement ad in your school’s newspapers. See template on page 10.

To further broaden your awareness campaign, try issuing a press release. See template on page 10.

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you can put your logo on your landing pages, and in the Gmail user interface.

Note: In general, we ask that you make your logo distinct from the Google or Gmail logos. This helps to ensure that people don’t get confused.

Talking about Google Apps

Choosing the right words to describe a new partnership can be tricky. Here are some phrases you can use to introduce your new email system and collaboration tools when you create web pages, press releases, and other communications materials:

• Gmailat[universityname]

• GoogleAppsat[universityname]

• [UniversityMail],poweredbyGoogle

• [Universityname],inpartnershipwithGoogle

Note: In general, we discourage people from using the Google logo in a sentence. For example:

State University is partnering with to deliver email.

HOW TO TAlk ABOUT GOOGlE APPS

Naming your email system

Giving your new email and collaboration tools a unique name is an easy way to help people in your community identify with the new system. It also helps you build your school brand.

In choosing a name your new system, here are some things you may want to consider:

• Willyoukeepthenameofyourcurrentmailsystem,orchoosesomethingnew?Ifyou’renothappywiththewayyour current email solution is perceived, choosing a new name can help you reinforce the change.

• Whowillbeusingtheservices?(Students,faculty,staff,alumni?)Willyournameappealtoyourusers?

• Arethereanymotifs,mascots,oracronymsyoucanusetoincorporateyourschool’sidentity?

• Remember,abbreviationandalliterationneverhurtifyouwantacatchyname!

Here are some names other schools have chosen:

• UtahStateUniversity–aggiemail

• HebrewUniversity,Israel–hujimail

• UniversityofTexas,SanAntonio–myUTSAmail

Tip: Once you choose your name, you can build awareness in your community by using it consistently in your online resources, marketing materials, and press releases.

Creating your own logo

A logo is another good way to forge a unique identity for your new system. Here are some logos that other schools have created:

powered by TM

Boise State University Utah State University University of Texas at San Antonio

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How to talk about the Google Apps suite of products

Sometimes people want a little more detail about how Google Apps can help them communicate and collaborate. Here are a few short descriptions of the Google Apps package and the individual products it includes. Feel free to use these descriptions when you create web or print content, or when you’re talking about Google Apps at meetings, interviews, or events.

•Google Apps is a package of online applications that makes communicating and collaborating at school easier and more efficient. The cornerstone of Google Apps is Gmail, Google’s web-based email program, which integrates with Google Docs, for creating and sharing documents, and Google Calendar, for coordinating schedules. All of these services are hosted online, so email, documents, and calendars are always accessible from any computer.

•Gmail is Google’s web-based email program, which provides users with over 6 gigabytes of storage, fast Google search, and powerful spam protection. As part of Google Apps for Education, email addresses can be @your-school.edu rather than @gmail.com

•Google Docs is an online application that lets you create and share documents, spreadsheets, and presentations. Documents are automatically saved and stored online, so you never have to worry about losing an important document.Sharingadocumentisaseasyassendingalink–nomorekeepingtrackofmultipleemailattachments!

•Google Calendarisafastandsimpleonlinecalendarapplication.Itletsyouseeyourwholescheduleincontext– you can easily share and connect your calendar with those of your friends, classmates, and anyone else in your school community.

•Google Talk is a clean, easy-to-use application for instant messaging and voice calls using computers. Google Talk is integrated in the Gmail interface, so you can easily switch between chatting and emailing.

• Start Page is a central page where you can access your online services, including your Gmail and Google calendar. you can also add customized content from around the Web using fun, useful gadgets.

Using Google logos and icons

WanttouseGooglelogosandiconsforyourGoogleAppsdeployment?Hereareafewdifferentversions,alongwithguidelines for using them on the Web and in print. you can download high-resolution versions online at www.google.com/apps/universitydeployment.

Guidelines:

•WerecommendthatwhenyouusetheGooglelogo,youmakesureyourlogoisatleastaslargeorlarger(afterall,you’re doing the work to administer the service, you should get the glory!).

•Ifyouwanttomakesurethatnoneofthelettersinthefour-colorGooglelogogetslost,tryusingasolidbackgroundin white or a muted color.

•Werequestthatyoudon’tmodifytheGooglelogoitselfforcollateralunlesswegivespecificpermissiontodoso(forexample, by replacing letters in the Google logo with your school’s mascot).

Google Print logo

Google : The Logo https://creativelab.corp.google.com/brandsite/the_logo.html

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The flat (vector) version of the logo is used for print on a white background.

The flat (vector) version of the logo is used for print on a black background.

The shaded (raster) version of the logo is used for online use on a white background.

The flat (vector) white version of the logo is used for print and online use in the special circumstances when the design calls for a solid color background.

The flat (vector) black version of the logo is only used in print when grayscale printing is the ONLY option. This should only be used in extremely unique cases.

The flat (vector) white version of the logo should be used if the design calls for a logo on top of a photograph. The area in which the logo lies must be on asomewhat solid background so the logocan be seen clearly.

The four color logo (flat or raster) should never be on a color background as one of the letters will most always disappear against a similar color.

The logo is never to be manipulated or modified unless we give specific permission to do so.

The logo (color or white) should never be placed on top of a busy photograph as it causes the logo to blend in with the background.

Google's logo consists of our name, the letterforms we use to display our name and our corporate colors: blue, red, yellow and green. Google's logo is among the most recognizable in the world. It is the primary way people identify our company and our brand. In short, our logo speaks for itself and should therefore be given plenty of "breathing room" in the form of white space around it. It should not be modified or customized under any circumstances.

In order for the logo to stand out from the crowd and be presented as intended, adequate space should be given around the mark. The clear space around the logo should always be equal to or greater than the x-height of the Google workmark.

Visual StandardsThe Logo

Colors

Typography

Trademarking

Guidelines for Video (PDF)

Writing GuidelinesThe Voice

Google Style

Online Style


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Colors

Typography

Trademarking



Google Style

Online Style

Google Web logoGoogle Print logo


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Colors

Typography

Trademarking



Google Style

Online Style

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OUTrEACH IDEAS

How to get your community excited about using Google Apps

One of the most important elements of a successful Google Apps deployment is encouraging your users to sign up, log in to their accounts, and give it a whirl. The more that people in your community use Google Apps to communicate and collaborate with one another, the more value it will bring them.

Here’s a list of 10 reasons why students might want to give Google Apps a try. Feel free to use them as the basis for campus awareness campaigns.

1.UseyourcomputertocallMomandDadforfree–GoogleTalkletsyoutalkfreetoanyonewho’sonlineandhasthe Google Talk client.

2.Collaborateongroupprojectspainlessly–noneedtocrosscampusatnighttoworkonagrouppresentationwhenyou can share and finish it online instead.

3.Takeyourclubtothenextlevel–createapubliccalendarofeventsthatanyoneatschoolcanseeontheir own calendars.

4.Beatthe“freshman15”together–scheduleaworkoutonyourcalendar–andyourfriend’s.

5.Workfromanycomputer–withGoogleDocs,yourpapersareautomaticallysavedandstoredonline,soyoucanaccess them anywhere you have an Internet connection.

6. Get organized - your calendar can send you automatic reminders for whatever it is you need to do.

7.Chatinsideyouremail–withGoogleTalkinyourGmail,youdon’tneedtoopen(yet)anotherapplication.

8.Getemailfromyourotheraccounts–Gmailletsyoucheckyouremailregardlessofwhereit’sdelivered.

9.Digoutfromunderthespam–youhaveenoughtodowithouthavingtopickthroughyourinboxtofindyour “real” email.

10.Findimportantemailmessagesquicklyandeasily–withGmail,youonlyhavetoknowwhatyou’relookingfor,not who sent an email or when.

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OUTReACH–OnlIne

How to increase user awareness online

One of the best strategies for encouraging members of your community to sign up and log in to their Google Apps accounts is by leveraging your school website. Here are a few good ways to do that.

Note: to make it easier for you to use, all of the content referenced here, such as customizable templates for web pages, are available at www.google.com/apps/universitydeployment.

First, create a landing page that outlines the features and benefits of Google Apps at your school.

Here’s a template:

Tips:

•Useconcise,step-by-stepinstructionstoguidestudentsandstaffinsigningupforthenewservices.

•Tomakeiteasierforpeopletosignup,trytokeepthenumberofsign-upstepsunderfive.

Second, link to the splash page from the popular, high-traffic pages of your school’s website. According to the administrators we’ve talked to, the most effective places to link from are often:

•Yourschool’shomepage(especiallyduringinitialrollout)

•YourITdepartmenthomepage

•Youroldemailsystem’sloginpage

Third, create a Frequently Asked Questions page. An FAQ will not only help people when they have problems, it’s an easywayforyouruserstogettoknowGoogleAppsontheirown–rightfromthebeginning.

Tip: make sure you have a prominent link to your FAQ from your splash page.

Here are some common questions you might want to put on your FAQ page. Of course, you’ll need to customize the questions to fit your specific implementation, but these should give you a good start (you can also find some sample answers at www.google.com/apps/universitydeployment.

HowdoIcreatemy[systemname]account?HowdoIlogintomy[systemname]account?Whatservicesareincludedwithmy[university]mailaccount?CanIlogontootherGoogle-sponsoredserviceswithmy[university]mailusernameandpassword(i.e.,blogger.com)?Whoiseligibletoparticipateinthe[university]mailservice?WhyareweusingGoogle-poweredservices?HowdoIchangemy[university]mailpassword?

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OUTReACH–OnCAMPUS

How to increase user awareness on campus

you can take your outreach to the next level by creating and distributing print materials at popular gathering places on campus. Here are some customizable templates you can use for these materials.

Note: To make it easy for you to create your own versions of these materials, we’ve made these templates available for downloading at www.google.com/apps/universitydeployment.

Flyers

Posting flyers in strategic places around campus is an especially effective way to raise awareness. Feel free to use this template for an 8.5 x 11 flyer. you can customize the logos and colors to fit your school’s identity and brand.

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Banners

Another good way to reach people in your community is by hanging a large banner in a gathering place like your studentcenter,library,orcomputerlab.Here’sacustomizable[dimensions]bannertemplate:

Bookmarks

you can also use bookmarks to get students excited about using their new Google Apps services. They can be distributed in all kinds of different ways; you could include them in student orientation packets, for instance, or place them on library check-out and computer lab help desks.

Here are some examples of customizable templates you can use to create and print your own bookmarks:

Press Release

Consider releasing a press release to announce your new email services via your campus news service. We’ve provided a super-simple sample press release, but you should feel free to add in specifics to your school, including who will be eligible for the new service, what the cost and resource savings mean for the university community, and details about the deployment.

Sample press release (also available at www.google.com/apps/universitydeployment):

University of XX Offers Students Google Email and Collaboration Solutions

CITY,STATe.,MMMMDD,YYYY–UniversityofXXannouncedtodayplanstodeployGoogleAppseducationedition™–Google’ssetofhostedandcustomizablecommunicationssolutionsaspartoftheuniversity’scoreIT service offerings. As a result students will have access to tools including email, shared calendars, instant messagingandwordprocessingallattheir@[universitydomain].eduaddress.

[SampleQuote:UniversitySpokesperson]

“Google Apps will help us communicate with our students, faculty and administration more easily and efficiently than ever before, while relieving our IT department of the traditional costs associated with email and collaboration solutions”said[UniversitySpokesperson].”“We’regladtoletGoogledowhatitdoesbest–provideuswithgreattechnology, so we can do what we do best -- serve our students.”

Spilled coffee on your laptop?

Good thing your papers are safe online.Access your documents from any computer at stateuniversity.edu/apps

Your deadline is near. Your classmate is far.

Luckily, you don’t have to get together to work together.Collaborate on group projects online at stateuniversity.edu/apps

He said he’d meet you at 8 o’ clock sharp.

And you have the chat session to prove it.Auto-save and search all your instant messages and more at stateuniversity.edu/apps

Spilled coffee on your laptop?

Good thing your papers are safe online.Access your documents from any computer at stateuniversity.edu/apps

Your deadline is near. Your classmate is far.

Luckily, you don’t have to get together to work together.Collaborate on group projects online at stateuniversity.edu/apps

He said he’d meet you at 8 o’ clock sharp.

And you have the chat session to prove it.Auto-save and search all your instant messages and more at stateuniversity.edu/apps

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[Insertspecificsaboutthedeployment,timeline,reach,etc.here]

[OptionalProductDescription-canreplacewitheDUspecificinformation]

Google Apps Education Edition allows schools and universities to give Google’s communication and collaboration applications to their entire campus community for free. All services are hosted by Google and are available to users via any internet-connected computer and many mobile devices. Google Apps includes the following services:

•Gmail™–providesgigabytesofemailstorage,highlyeffectivespamfilteringandpowerfulsearch;

•GoogleCalendar™–allowseasycoordinationofworkorclassschedules,meetingsandeventsonline;

•GoogleTalk™–supportsfreePC-to-PCvoicecallsandinstantmessaging;

•GoogleDocs™–allowsuserstocreateandcollaborateondocumentsandspreadsheetsinreal-time;

For more Information:

University Contact Name University Contact Email University Contact Number

Student Newspaper

your school’s student newspaper may be interested in writing a story on the partnership between Google and your school. Some general story themes could include:

•Thegeneraltrendof“CloudComputing”andoutsourcingofITservicesatschools;

•Featurestoryoninterestingcasesofcollaborationusingonlinetools;

•ITdepartmentcost&resourcesavingsandnewprojectsinthepipeline;

Alumni publications

Even if you are not rolling out Google Apps services to your alumni, you can consider adding a note in your alumni publications announcing the partnership with Google.

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OTHEr EXAmPlES

What other schools have done

you can see some good examples of online Google Apps deployments at the following schools:

Utah State University http://it.usu.edu/aggiemail/

University of Southern California (USC) http://getgoogle.usc.edu/

University of South Florida http://mail.usf.edu/emailsignup/

Boise State University http://www.boisestate.edu/google/

13© Copyright 2008. Google is a trademark of Google Inc.

All other company and product names may be trademarks of the respective companies with which they are associated.