Google Apps Education Edition Recorded Webinar

welcome to the Google Apps Education Edition Overview
Webinar. Today we are going to be talking
about an overview of cloud computing, Google Apps
Education Edition product details, the advantages of
Google Apps, followed by a demonstration of
the Google Apps Education Edition product. One major challenge that we
found for your users is that everything has shifted over
the past few years from a focus of working as an
individual, to working in teams and groups. We found that this is more
true in education than anywhere else. Group projects and presentations
for classes, we see collaboration on curriculum
for teachers, working groups with the
administration, joint research projects with faculty
from other schools. What we have noticed is that our
technology has really not kept pace with our
user’s needs. So I want to walk you through a
simple example of a group of students working on a project
together as a team. In this example, I’m working
on a paper with four of my classmates. You can see here that I have
come up with the first version of my document. I send it out to four of my
peers who I’m working on this project with, and I’m
asking to get revisions back from them. I get revisions back from John,
Bob and Sally, and take a look at those changes to
reconcile them to come up with revision 2.0. Again, I want feedback from my
group, so I send out revision 2.0 to get changes that
need to be made for our final product. I hear back from my three
classmates again, but as you may notice I have one friend,
Rachel, who’s a little bit slower than the rest
of my group. I get a revision back from her
much later in the process. At this point, I really don’t
know what to do with the revision Rachel has sent back. I like to call this
collaborating like 1999. A simple paper that I’m trying
to work on with four of my classmates has become a really
big challenge for me with the software and products
I’m using today. I’ve just created quite a mess
in trying to work on a document with four
of my friends. So that’s from a user’s
perspective. We then take a look at the IT
perspective of running these sorts of systems. Systems are
complex, expensive, hard to deploy, and manage. Software is expensive,
hard to install, and even harder to maintain. We find that deployments take
a lot of time, and planning, and can be disruptive
to users. And once you get all this up and
running, you end up in a cycle of break, patch,
and repeat. So this may look familiar
to a lot of you. You end up constantly trying to
make sure that nothing goes wrong with the environment
that you are providing your users. What ends up happening is a lot
of the money that you are spending ends up going
down the drain. What we end up seeing is this
becomes dead money. What we found in research that
was done by Gartner a few years back, was that on average
$8 out of $10 dollars in IT did not contribute
to change or growth. This is really not acceptable
to our partners. We found that there really
has to be a better way of doing this. There is a better way to manage
this, and we think the solution is to replace that
complex environment with a cloud computing solution
hosted by a provider like Google. We provide applications for
you hosted out of our data centers and accessible to users
through the internet. This is accessible from any
internet-enabled device. So be it a PC, Mac, mobile
phone, cluster computers, computer in the room down the
hall, or a PC at home during winter break at your mom and
dad’s house, you are able to act access this information
from anywhere. Now, I want to specifically talk
about what is included in Google Apps Education Edition. Google Apps Education Edition
is a suite of collaboration and communication
applications. Specifically included in Google
Apps Education Edition from a collaboration standpoint
is Google Docs, which includes documents for
word processing, spreadsheets, and presentations. Google Sites, which allows you
to create personal team or institutional websites
much like a Wiki. And Google Video for education,
which allows you to have secure video sharing
within your domain. From a communications
perspective, Google Apps includes email, Google Talk,
and Google calendaring. We have several versions
of Google Apps available to anyone. We have a free version available
to consumers, as well a business version that is available for paid customers. But we wanted to make a special
offer to educational institutions. We understand that schools
aren’t the same as small businesses or families, and they
have some real enterprise class needs, and we wanted to
make a product that would fulfill them. So our Education Edition offer
includes, first of all, that it is free for all
of your users. Secondly, we have no advertising
for faculty, staff, and students. This is across all of the
applications that I previously mentioned. We give you 7.3 gigabytes of
mail quota per user, and this is an amount that continues to
grow, and all of your users will remain at your domain,
such as We provide your administrators
with 24/7 technical support via email and phone for critical
issues, as well as the advanced integration
capabilities, which allow you to integrate with systems
that you already may have on your campus. Many of our customers ask us
about data ownership, and I wanted to point out a few
specific things about what happens when Google
hosts your emails. Google does not own your data
when you’re using Google Apps Education Edition. We do not share your data. We keep your data as long as you
want it, we’ll remove it when you ask, and
we enable you to take your data elsewhere. So the main thing I want to
point out is that as a Google Apps Education Edition customer,
you retain ownership of your data, and you can choose
to do with it what you would like. Additionally, we offer with
Google Apps Education Edition some additional security and
compliance packages. We understand that in addition
to data ownership, schools have concerns about security
and compliance issues, specifically around filtering of
messages when it comes to K through 12 schools,
and archiving for faculty and staff. We offer additional services
that are available at a 66% discount to educational
institutions through our Google Message, Security
and Compliance product. Some of these features include
advanced administration of message filtering, ability to
encrypt messages over the wire using advanced message security,
unlimited storage for archiving of emails for
eDiscovery and litigation holds for up to 10 years. And additionally, many other
configurable options, including auditing,
reports, and restoring emails from archives. The last thing I want to talk
about before going into the actual demo is the advantages we
see that you will get from using Google Apps Education
Edition. The first is that you can
leverage our infrastructure. In Google’s case, this means
massive data centers built for scalability, security,
and efficiency. We set out to build an
environment to run Many people ask how reliable
is this environment? What we see is that many people
to test their internet connection go to to
see if the internet’s working. I think that’s a pretty good
testament to how reliable and Google Apps
Education Edition is. To do this and make this
reliability, we built a custom hardware environment, a custom
operating system based on Linux, a customer file system,
and a customer application environment. When you leverage our services
this becomes your IT environment. The second advantage we see
to using Google Apps is collaboration. If you take our earlier example,
the main problem was that everyone had a different
copy of the document. But when you move your data
into the cloud, it really enables you to have a new kind
of real time collaboration. With that earlier document
example, everyone had a different copy. In the cloud, there
really is only one version, the current version. Sure, we can keep copies of all
the old versions to track changes, but when you’re
working in the cloud, everyone’s on the same page
collaborating in real time. No one has to think about what
version was the latest or if they have the most
recent edits. The next advantage that we see
to using Google Apps is the concept of upgrades
and updates. When you’re using Google Apps
Education Edition, you’re able to leverage the innovation
that happens right here at Google. We continue to constantly
innovate and you do not have to wait on a new version of
software to be released. You automatically have the
latest and greatest. This is a snapshot of a five
month period, and just an example of a few features
we launched. We launched over 300 features
last year, and you have access to the thousands of
engineers working on Google Apps regularly. So when you’re using Google Apps
Education Edition, you are constantly getting the
latest and greatest features and functionalities that we
provide to both consumers, our paid customers, and our
Education Edition users. The last advantage that I want
to talk about when using Google Apps Education Edition
is that we consider our services as a platform. This opens it up to
a lot of APIs. Some of these are for
management, such as account management, single sign on, mail
migration, mail routing. We also have APIs for
our applications– Calendar, Docs, Sites, Talk. Really anything that we can
provide and allow you to build upon our platform we see
as a large advantage. So as you can see here, we have
literally thousands of schools in over 100 countries
using Google Apps Education Edition. These are just a few for
you to take a look at. And you are not the only
one looking to do this. These schools have more than a
million users who are actively using our services. We have big schools, and small
schools, public schools, and private schools, and we’d
certainly love to add your name to this list. So instead of just talking about
the advantages and the features of Google Apps
Education Edition, we want to let the product actually
speak for itself. We’re going to now go into a
live demo of Google Apps Education Edition. MALE SPEAKER: In this demo, I’m
going to pretend to be a student named Jeff. I logged into gmail provided
by my school called international university,
which has the domain My school signed up for Google
Apps with the domain, and
hence, my email address is [email protected],
and not [email protected] My school administrators have
customized the gmail interface to include our school’s logo. This is true of all services
in Google Apps, by the way. One of the really powerful
features of gmail is the email search. This really changes
the way you think about managing email. You can use search as a
navigational tool rather than trying to find your
emails in folders. Here, I can simply type a key
word, and then click on search mail, and all the emails
with the word meeting show up in there. We have even improved how you
organize emails using the concept of labels. Gmail improved on the concept
of folders where you could only have one email
in one folder. By introducing a new concept
called labels, which allows you to tag one email with
multiple labels, making organizing your inbox
very easy. One of the nice features of
gmail that is very different from other email systems is
threaded conversations. In threaded conversations, all
emails related to the same subject are grouped together
as one line item. And if you go into this
conversation, you’re very easily able to make out the
context of email conversation, that is, who initiated the
conversation, who replied, and what happened. We have also integrated our
instant messaging tool directly into the gmail
interface, such that you don’t have to download a
separate client. This integration also allows
you to take advantage of online presence, which tells
you when another user is available for instant
messaging. The best thing about all the
chats you have in gmail is that your chats are saved just
like emails in a chat folder, and hence, the chat information
is never lost and you can tag and search for your
chat just like you would with your email. The coolest thing about Google
Doc is that we have incorporated video in it as
well, such that you can have video chats with your fellow
students or teachers. Here I’m going to try to have
a video chat with Amanda. I just dialed in to Amanda,
and there she is. Say hi to Amanda everyone. That’s how Video Chat is done. Also, with 7.3 gigabytes of
email space, you won’t need to delete email. You can simply use the archive
option, which removes email from the inbox, but the email is
still searchable for later. What’s good about using gmail is
that you cannot only access gmail from your browser, but you
can also access gmail from any offline clients you want
because gmail supports pop, iMap, and SMTP. You can also very easy access
gmail from any channel-enabled phone device, BlackBerries,
iPhones, Android phones, and phones that support active sync,
pretty much covering all mobile phones out there. Now let’s take a look
at Google Calendar. Just like gmail, you have the
ability to have your own logo on the interface, as well
as search capability. Google Calendars allows
a user to have multiple personal calendars. Imagine a student having his
work and school calendar separately color-coded to easy
distinguish which events belong to which calendar. This ability to create multiple
calendars can be used by faculty and staff to
create class or course calendars as well. Even the school’s academic
calendar. And let’s say if you’re a
president of some student organization, you can even
create a calendar for the events of your club. Not only can you have multiple
personal calendars, you can even subscribe to
calendars that other people have created. You can subscribe to your
friend’s calendar, to your school’s academic calendar, or
even to calendars created by teachers, faculty, staff,
for particular courses. You can have events from all of
these calendars appear on the main calendar space,
but toggling which events you want to see. Google Calendar has the ability
to display events from all of the calendars overlaid
on top of each other to give you a single view into your
day, week or month. Now, let’s look at how
to create an event. Let’s say we want to set
up a project meeting. I can click on this empty space
here, go into Edit Event Detail, and then fill
out a brief description about this meeting. I can choose if I want to make
it a recurring event. Maybe I can make it
a weekly meeting. I can invite other people to
this event simply by putting in their email address. One unique feature of Google
Calendars is resource scheduling. If I click on this link to
check guest and resource availability, I can see this
pop-up where I now have the ability to invite a resource
to an event. A resource is anything like a
conference room, projector, or any other thing that is shared
amongst all the domain or school users. Another nice feature here is if
I have many people invited and I want to find the best and
earliest available time for everyone, I can simply click
on this link called Find Next Available Time. I can also choose to make this
event private, such that only people invited to this
event can see the details of this event. For all other people, the
calendar will show up as a free, busy calendar. There are multiple options
for reminders as well. I can have a pop-up reminder, an
email reminder for all the attendees, and even SMS if the
users have configured their calendars notification. Not only can you set up privacy
settings and sharing for one particular event, you
can choose such settings for an entire calendar,
if you want. For example, you can delegate
the handling and managing of a calendar to a group of people,
or even a person who can have read or write privileges on
a particular calendar. You can do this by going into
the Share This Calendar tab under your calendar settings. You can also make changes to
the default notification by going to the notifications
tab under your calendar’s settings, and change and
configure the pop-up reminders and email reminders default
times, if you want. Now, let’s take a look
at Google Docs. You can really appreciate the
collaborative nature of Google Apps in this tool. What you’re seeing on your
screens is the Google Docs folder, which shows you all the
documents, spreadsheets, word processing forms, and
presentations that you either own or are shared on. I’ll explain shortly
what being shared on documents means. These tools very similar to
tools like Word or Excel that you’re already familiar with,
except that they are available online, and you can actually
work in them in a collaborative fashion. One thing about Google Docs is
that you don’t have to start from scratch within
Google Docs. You can always upload an
existing Word, Excel, PowerPoint, Open Office,
PDF text, or even Microsoft 2007 documents. Then after you are done working
with these documents, you can even export them out as
the same format simply by checking a document and saving
it as one of those formats. Let’s take a look at a word
processing document. As you can see, it has all the
features that you would expect in a word processing program. Everything from fonts to
layouts, bullets, tables. The biggest difference in this
program is this blue drop down button on the top right. If you click on it, it allows
you to share this document with other people simply
by an entering in their email addresses. Once a document is shared with
other people, if any of them logs in while you’re logged in
as well, you would actually be able to see the changes being
done by other people on the document in real time
without even having to refresh the document. That’s because everyone is
working on one live document, and not on copies
of a document. There– you can see that Amanda
just made some changes, and I was able to view it pretty
much in real time. There is no check-in or
check-out concept. Google Docs allows everyone
to get on the same page at the same time. Of course, this brings up the
question of how do you manage to control editing of a document
in such a shared environment? The answer lies in the version
control system available in Google Docs. If I go into revision history,
I am able to quickly tell who edited this document and when,
because I have a store of all the older versions
of this document. I can even compare two different
versions of a document if I want to. If I compared these two
different versions, you can see how I can easily tell, based
on the color coding, about who made the changes,
what they added, and what they deleted. I can even revert to an earlier
version of this document if I wanted to. The same concept of real time
collaboration is available not only in Google Docs word
processing, but also in spreadsheets and presentations,
making this feature a transformational
change in the way your users will look at these productivity
tools. One very different kind of
tool that is available in Google Docs is forms. Think of
forms as a survey tool that is linked with the Google
spreadsheet. Let me show you what
a form is. I will first open a Google
spreadsheet. Again, you can see that this
looks like any other spreadsheet program you’re aware
of, with the difference, of course, of the
share options. Another thing that
is different is the form menu button. If I go in there, I can click on
edit form and I’m taken to a form wizard which allows me
to easily create a form or create survey questions. This form is already built,
however, you can see how easily you can create different
kinds of questions. Then simply email them to your
friends or a group of people by entering in their
email addresses. The user eventually gets
to see the live form. This is what the live
form looks like. If they are to enter information
in this live form, that data will show up in real
time in the Google spreadsheet which is attached to this form,
allowing you to easily capture data from users directly
into a spreadsheet. There– you can see that we had just
entered that information. And I believe Amanda is shared
on this document as well. And if she enters something,
there, even that got captured into the spreadsheet. You can then analyze this
data on your own. By the way, Google forms does
some basic analysis for you, and gives you the data entered
by different people in a summary chart form. This is an example of the kind
of innovation that is possible when you leverage the power
of the internet. With that, let me talk about
another innovative products we have introduced called
Google Sites. You can think of Google Sites
as many different kinds of tools and services
blended into one. You can think of it as a Wiki
application, a website creation tool, or even as
a sharepoint service. This view shows you all the
sites that you own or are shared on as a collaborator,
very much like Google Docs. Google Sites allows
collaboration amongst people, and you will see that
example soon. Let me show you an example site
to make it easier for you to visualize what I’m
talking about. As you can see on this ski club
site, Google Sites allows you to easily embed different
kinds of elements on a page. Everything from pictures,
video, maps, gadgets, documents, and even forms that
we just talked about. Google Sites is very easy to use
and you don’t need to know STML or any complicated
Wiki language either. It has a what you see is what
you get, or a Wysiwyg editor just like any other word
processing application. Google Sites gives you some
functionality by default, like the layout, teams, search
option, and navigation bar, along with a site map. It is all very configureable. You can create different
types of pages– everything from a simple web
page, to an announcements kind of a page where you post
articles just like a blog. It even has a list type of a
page, which allows you to list out different things. One of the most useful ones is
the file cabinet, which allows you to upload documents and
attach them with your site. You can upload any type of
document that you want. Another nice thing about Google
Sites are the sharing options, which allow you to
share the site creation process with multiple
collaborators, just they Google Doc. In this sense, Sites acts very
much like a Wiki application where a group of people can
constantly be updating and revising a published site. You can also configure a site
to be viewed by a restricted group of people, or make it more
open by sharing with your whole domain. Some organizations are using
Google Sites as their intranet because of this feature. You can also choose to
make a site public. Imagine allowing a student to
create a site where he can upload his resume and share it
with the world, very much like an ePortfolio. The sharing options reside under
the site settings where you have other settings to
make changes to the site layout, colors, and fonts, and
teams, view recent activity, and modify other general
settings. Another use of Google Sites
could be for student organizations to easily create
a site for the club. Imagine a faculty member
creating a site for his or her class where he shares the site
with only students in his course and is able to upload
syllabus, lecture notes, and other material to the site, and
only allow his students to collaborate on the site. There are multiple different
ways you can use Google Sites. We plan to continue to make more
enhancements to this tool to make it even more useful. Finally, I wanted to shortly
to talk about Google Video, our latest edition to
the Google Apps Education Edition family. Think of Google Video as a
video sharing site, very similar to YouTube. The only difference is that
you can only share videos within a domain, and
not publicly like you would with YouTube. We are currently offering
10 gigabytes of space to Education Edition domains. You can have up to 100 users as
uploaders of videos, while allowing the rest of your users
to view these videos. Each video can be up to a
maximum of one gigabyte. This brings us to the
end of this demo. I hope it gave you a chance to
understand how Google Apps can be used on your campus.

11 thoughts on “Google Apps Education Edition Recorded Webinar”

  1. It's really a very clear and useful introduction for all educators who wnat to know more about Google Apps in Education.

  2. this video was a little more eye opening. but there is no blatant beginners guide for a point of contact to begin setting up your university. I am surprised Google hasnt built a better critical path for Eduction than what seems to exists.

  3. Hey Google-Can you please edit this video and post another version that starts at the 11:00 minute mark to just show the demo?

    I'd like to share that part with faculty and students.

    Let me know if you do!

  4. नवीनतम सेवाओं के लिए Now you can ping me on skypeid : HEMANT_136 ,-#GSuiteGoogleEmailHosting

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