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Google Apps A Cost Effective IT Option for Start-ups InnoVentures U – August 16, 2012

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Google Apps

A Cost Effective IT Option for Start-upsInnoVentures U – August 16, 2012

What is included with Google Apps

• Email• Contacts• Calendar• Document Storage and Collaboration• Google Sites• Other Add-ons

– Social Media– Web Conferencing– Customer Relationship Management and

Communication– HR– Project Management

How It’s Structured

• “Cloud” based architecture

• Browser Driven• Integrated

throughout Account

• Collaboration Ready

Gmail

• Branded vs. Unbranded– Branding is available to reflect your

organization’s registered domain

• Labels– Allows organization of emails into categories– Multiple labels can be applied to each email

• Chat / Talk - Google Voice– Chat with contacts right from the Gmail Inbox– With the Google Voice plugin, landlines and

mobile phones worldwide can be called through your computer

Contacts

• Can access Contacts through Google Navigation bar

• Carries over look and feel– Groups work like Labels in Gmail–Multiple Groups per contact are possible

• Company directory • Shared contacts between team

members (in paid versions)

Calendars

• Individual Calendar for scheduling• Shared Calendars– Collaboratively– Event Listings / Public Calendars

• Resource Calendars (Paid and Non-Profit Versions)

• Different calendars can be overlaid on one another to give a complete view of your personal and professional schedule

Google Drive

• Store documents– Back up versions– Mobile Access– Shared Access

• Google Docs– Types

• Documents, Presentations, Spreadsheets, Forms, Drawings

– Real-time Collaboration possible through web browser using Google doc file types

Google Sites

• Good for – Intranet Sites–Wikis

• External Websites are not recommended, but possible– Some may find Google can help create a

good placeholder site for external web presence

Web Conferencing Using Google+

• Primarily a tool for internal team– Limited to 9 participants– Users must have a

Google+ Account (automatic with Google Apps)

• Can be used with those outside your organization if they also have Google+ Accounts

Add on Services and Linkages

• Mailing Lists and Newsletters

• Job Posting• Customer Relationship

Management• Project Management

Google Apps Marketplace is a repository of add-on applications – many of which have free versions

Taking Google Apps With You

• Mobile Phone Support– Android– iPhone–Windows Phone– Blackberry

• Local Client Applications– Outlook– Thunderbird–Mac Mail, Address Book, iCal

Google Apps Versions

• Individual Use• Free Version – Google Apps for Small

Teams• Google Apps for Business / Google

Apps for Non-Profits / Education

Comparing Google Apps Versions

Accounts Allowed

Email Inbox Size

Shared Contacts

Resource Scheduling on Calendars

Storage Limits

Mobile Device Support

MS Outlook Integration

Price

Individual Use

One Google account

10 GB No No 5 GB IMAP and Pop AccessSmartphone Apps Available

IMAP and Pop Access

Free – Up to 25 GB for $2.49 per month

Google Apps for Small Teams – Free Version

10 Accounts

10 GB No No 1 GB per User

IMAP and Pop AccessSmartphone Apps Available

IMAP and Pop Access

Free

Google Apps for Business

Pay per User

25 GB Yes Yes 5 GB per User

ActiveSync available

Google Apps Sync for Microsoft Outlook®

$5/User per Month or $50/user per Year

Google Apps for Non-Profits

Up to 3,000 Users

25 GB Yes Yes 5 GB per User

ActiveSync available

Google Apps Sync for Microsoft Outlook®

Free (after verification process)

Alternatives to Google Apps

• Microsoft 365 / Microsoft Live• iCloud• Skype• Dropbox• WebEx• GoTo Meeting

Popular Alternatives to Google Apps

Email Contacts CalendarDocument Storage

Web Conferencing

Microsoft Live / Outlook.com

Outlook.com address only

Microsoft 365 Your domain

iCloud Btwn. devices

Not Shared Access

Dropbox

Skype Integrates w/ Address

Book

Up to 3 people

WebEx Integrates w/ Address

Book

GoTo Meeting

Integrates w/ Address

Book

To Google or Not to Google…

• Benefits:– Software as a Service / Cloud Model lowers

future costs for upgrading– Capable of scaling – large scale enterprises

are already using Google Apps– Support services (i.e. backup and uptime)

• Cautions– Still not as familiar to users as MS Office– Data ownership questions– Security issues – real and/or regulatory

Migrating to Google Apps

What services

to migrate

• Where is the value to your company?

• How entrenched are your users in the current solution?

Test migratio

n

• How many users will be test subjects?

• Who will be good test subjects?

Data continuit

y

• How does data flow now?

• What data needs to be migrated?

• Can it be pre-staged?

Email delivery continuit

y• Do you

control your DNS records?

• Are you creating new addresses or transitioning old ones?

Planning

Migrating to Google Apps

Execution– Do you go it alone?• Savvy• Time

– Tools• Google Wizards and Apps• Local Client Apps

Need a Deeper Dive?

Phone: (914) 439-4341Email: [email protected]: www.GroftConsulting.com

Twitter: @GroftConsulting