Hapaweb Solutions

Jan 102018
 

G mail is the prefered route for accessing G Suite account, however, sometimes you just need the familiar feel of Outlook or Mac Mail, this guild details how to synchronise your G Suite account with Outlook on a Mac device.

Using Google Mail with Microsoft Outlook for Mac

Instructions for Outlook 2011 on OS X

  • From the menu bar, click Outlook and go to Preferences.
  • Click the Accounts button.
  • Click the + button, and select E-mail…
  • Enter the details for your account as follows:
  • Email/Username: Your Google Apps email address
  • Password: Your Google Apps password
  • Type: IMAP
  • IMAP Server: imap.gmail.com
  • SSL Enabled, Port 993
  • SMTP Server: smtp.gmail.com
  • SSL Enabled, Port 587
  • Ensure the Override default port and Use SSL to connect boxes are checked.
  • Click Add Account.
  • Select your newly added account from the list. In the right pane, select More Options… under the SMTP settings.
  • Set the authentication option to Use Incoming Server InfoClick OK.
  • Close the preference pane to begin using your email.

Using Google Mail with Mac Mail

  • Open Apple mail and choose Mail from the menubar, then select Preferences
  • Select the Accounts tab
  • Press the + to add a new account
  • Enter your details and click Set Up to see an Account Summary – your Account Type should be Gmail IMAP
  • Press Create
  • On the Apple Mail Preferences screen, change the following settings:
  • Click on Mailbox Behaviours tab
  • Untick all except Junk (although this is a preference of ours and you can choose to leave as you see fit)

 

Dec 292017
 

The challenge

When employees leave an organisation, it is important to be able to preserve their G Suite data for future reference. While G Suite by default has a function to transfer the content of drive- when deleting an account – to another account, it does not transfer the emails, contacts and calendar data upon deletion.

This limitation has forced many G Suite admins have had to suspend accounts of departed employees in order to be able to access the data of departed employees. However, suspending accounts requires the organisation to still pay for these dormant accounts and for larger companies or even smaller once, with a high employee turn-over, suspending accounts tend to be an expensive “data preservation” method. Google vault (eDiscovery), may initially seem like a solution to this issue, however, when an account is deleted, its associated vault account is also deleted, thus Google vault does not solve the issue of deleting accounts and preserving the emails, contacts and calendar.

The solution

This 3 part tutorial provides a guide for managing departing employees accounts and migrating all associated data in G Suite i.e drive content, emails, contacts and calendar.

Managing incoming emails after employee departure in G Suite

After employee leaves, it is possible that people outside of the organisation will be unaware of his/her departure and will be sending business-related emails to the departed employee. Follow the steps below to manage this challenge.

Step 1  – Log into the G Suite Admin Console via admin.google.com using an administrator’s email account and search for the employee in in the search bar.

Step 2  – To log out the employee for all devices s/he is currently logged into, click on Account

Step 3  – Click on Reset Sign-in Cookies and when the pop up appears, confirm this action.

Step 4  – To prevent the employee from logging in again, change the password by clicking on the padlock icon.

Step 5  – Untick the Require a change of password in the next sign in as you will need to log into the employee’s account in the next step

Step 6  – The next step is to set up a Vacation responder (out of office message) .  Log into the employee’s account (I assume you know how to log into G Suite email). Click on Settings.

Step 7  – Log in Scroll down to the Vacation responder area, turn it on, enter a subject, a message and click on the Save Changes button. From now on, anyone contacting the old employee will be notified of his/her departure and who to contact.

 

This ends part 1.  Continue with:

Dec 292017
 

This is the final part of the 3 part series on managing departed employees accounts in G Suite. Part 1 explained the challenges associated with migrating all data in G Suite i.e drive content, emails, contacts and calendar that is associated with the employee’s account and how to manage incoming emails and contacts of the employee after his/her departure so that outside contacts are referred to another employee for company business.

This Part 2 dealt with the migration of emails and contacts from the departing employee to an account for holding the data of departed employee. This final part covers the migration of drive content and deleting the account.

Migrating drive data and deleting the employee account. 

Follow the steps below to undertake the migration.

Step 1  – Log into the G Suite Admin Console via admin.google.com using an administrator’s email account and create a new account that will become the account holding all data of departed employees (only if you have not already done so). In this example, I created an account called oldemployees@hapaspace.com and will be transferring the data of all departed employees to this account. NOTE: as this account takes on the data of departing employees, you will need to purchase additional drive space. You can contact us (Hapaweb Solutions) to assist you with this.

Only undertake this process after you have migrated the emails of the employee – see Part 2 in this series.

Step 2  –Log into the G Suite Admin Console via admin.google.com using an administrator’s email account and search for the employee in in the search bar.

Step 3  – Click on the three dots at the top right and click on Delete 

Step 4  – Tick all need apps dat to transfer to the holding account and click on Assign a new owner for this data.

Step 5  – The data transfer and deletion will commence. You will receive an email when the process is completed.  

This ends part 3.  Check out:

Dec 292017
 

This is the second part of the 3 part series on managing departed employees accounts in G Suite. Part 1 explained the challenges associated with migrating all data in G Suite i.e drive content, emails and contacts that is associated with the employee’s account and how to manage incoming emails to the employee after his/her departure so that outside contacts are referred to another employee for company business.

This second part deals with the migration of emails and contacts while Part 3 deals with the migration of drive content, contacts and deletion of the account.

Migrating emails and contacts

Follow the steps below to undertake the migration.

Step 1  – Log into the G Suite Admin Console via admin.google.com using an administrator’s email account and create a new account that will become the account holding all data of departed employees (only if you have not already done so). In this example, I created an account called oldemployees@hapaspace.com and will be transferring the data of all departed employees to this account. NOTE: as this account takes on the data of departing employees, you will need to purchase additional drive space. You can contact us (Hapaweb Solutions) to assist you with this.

Step 2  – You have to enable access to less secure apps to update the migrations,  to do so, click Security.

Step 3  – Click on Basic Settings 

Step 4  – Click on Go to settings for less secure apps.

Step 5  – Select Enforce access to less secure apps for all users and Save the settings 

Step 6  –  You have to enable IMAP in the account of the departed employee. To do so, reset the password of the employee, see Steps 1, 2, 4 and 5 in Part 1 on how to reset the password.  Log into the employee’s account (I assume you know how to log into G Suite email). Click on Settings.

Step 7  –  Click on Forwarding and POP/ IMAP, Enable IMAP, Do not limit the number of emails in a folder and then click on the Save changes button.

Step 8  –  Return to the admin console and click on Data Migration.

Step 9 – Select Email and click on Continue. 

Step 10  – Select G Suite for under Migration Source, auto select for Connection protocol and enter your admin emails and password under Role account. Click Connect.

Step 11 – Select Custom date under Migration start date, make your choice for deleted and Junk emails and click Select Users.

Step 12 – Click the yellow plus button to add the email address of the departed employee.

Step 13 – Enter the email address and the new password (see Step 6) of the employee and select the email address of the account to migrate the data to and click on Start.

Step 14 – The migration should initialize, you can click on the refresh button to after to some time to view the status update.

Step 15  – After the migration is completed, exit and revert to Step 8, but then in Step 9 select Contacts to migrate those data as well.

This ends part 2.  Continue with

Jun 082017
 

Sorting through rows and rows of data in a spreadsheet can be overwhelming. That’s why today, we’re rolling out new features in Sheets that make it even easier for you to visualize and share your data, and find insights your teams can act on.

Ask and you shall receive → Sheets can build charts for you

Explore in Sheets, powered by machine intelligence, helps teams gain insights from data, instantly. Simply ask questions—in words, not formulas—to quickly analyze your data. For example, you can ask “what is the distribution of products sold?” or “what are average sales on Sundays?” and Explore will help you find the answers.

Now, we’re using the same powerful technology in Explore to make visualizing data even more effortless. If you don’t see the chart you need, just ask. Instead of manually building charts, ask Explore to do it by typing in “histogram of 2017 customer ratings” or “bar chart for ice cream sales.” Less time spent building charts means more time acting on new insights.

Instantly sync your data from Sheets → Docs or Slides

Whether you’re preparing a client presentation or sharing sales forecasts, keeping data up-to-date can be time-consuming, especially if you need to update charts or tables in multiple sources. This is why we made it easier to programmatically update charts in Docs and Slides last year.

Now, we’re making it simple to keep tables updated, too. Just copy and paste data from Sheets to Docs or Slides and tap the “update” button to sync your data.

Even more Sheets updates

We’re constantly looking for ways to improve our customers’ experience in Sheets. Based on your feedback, we’re rolling out more updates today to help teams get work done faster:

  • Keyboard shortcuts: Change default shortcuts in your browser to the same spreadsheet shortcuts you’re already used to. For example, delete a row quickly by using “Ctrl+-.”
  • Upgraded printing experience: Preview Sheet data in today’s new print interface. Adjust margins, select scale and alignment options or repeat frozen rows and columns before you print your work.
  • Powerful new chart editing experience: Create and edit charts in a new, improved sidebar. Choose from custom colors in charts or add additional trendlines to model data. You can also create more chart types, like 3D charts. This is now also available for iPhones and iPads.
  • More spreadsheet functions: We added new functions to help you find insights, bringing the total function count in Sheets to more than 400. Try “SORTN,” a function unique to Sheets, which can show you the top three orders or best-performing months in a sales record spreadsheet. Sheets also supports statistical functions like “GAMMADIST,” “F.TEST” and “CHISQ.INV.RT.”
  • Increased support for charts in the Sheets API: Use the API to programmatically generate most charts with support for dozens of new operations.

These new features in Sheets are rolling out starting today. Learn how Sheets can help you find valuable insights.

One last thing—so that we can focus our efforts on the improvements to charts outlined above, we’re also deprecating one of the lesser-used chart types: the Motion chart. Beginning in July 2017, you will no longer be able to insert or create Motion charts, and, in September 2017, you will no longer be able to edit them.

No earlier than December 2017, any Motion charts still in Sheets will become static images and no longer update when their corresponding data changes.

Source: https://gsuiteupdates.googleblog.com/2017/06/charts-in-sheets-updates_1.html

Jun 062017
 

Improve collaboration, increase user mobility and cut IT costs.

The Google Cloud Team has released a video that shows in a glance how companies get value back on using the Gsuite for business.

In this 5-minute video, Forrester analysts discuss current trends in cloud collaboration tools and crunch the ROI numbers for G Suite. Learn how G Suite could deliver an ROI of 304% in three years by:

  • Increasing the efficiency of employee collaboration
  • Allowing users to work from anywhere on any device
  • Reducing on-site servers and telephony services

Ready for IT that pays its own way? Click here to view video.

 

Jun 022017
 

Google has announced that Jamboard, their cloud-based, collaborative whiteboard, is available for purchase in the United States.

You can purchase Jamboard for $4,999 USD, which includes 2 styluses, an eraser and a wall mount. We’re also running a promotion—if you order on or before September 30, 2017, you’ll receive $300 off of the annual management and support fee, as well as a discount on the optional rolling stand.

Keep in mind that a G Suite plan is required to use Jamboard so that you can access files from Drive, use them in your brainstorms and come back to your work later. Also, we’re teaming up with BenQ to handle fulfillment, delivery and support. Click here to view the full story from their site.

Source: https://gsuiteupdates.googleblog.com

May 312017
 

Files are shared with others for collaboration and execution of projects. When you do not want those you shared the files with to access the document any longer, you had to remove the person or change the access settings.

You do not have to worry about that any longer. You can actually set expiry dates for things in your drive that you share with others. Click here to watch a video on how to do this.

Apr 212017
 

Yesterday (Thursday, April 20) G Suite administrators from the nations companies, came together at the Google office, at Cedi House Financial Center to share ideas, learn of some of the recent updates of interest in G Suite and to arm themselves with industry best practices.

They appreciated first hand how recent additions to G Suite  such as Team Drive, Collaborative Inbox etc can ease administration as well as increase productivity for their users.  Some Security checks on ensuring G Suites continues to authenticate emails against spam and spoofing were some of the highlights.

Some of the prudent features for smoother running of businesses such as Calendar and Resource Sharing  came to the fore with highly intriguing insights and participation. Not to mention tips on doing email scheduling, and maintaining healthy mailbox size.

All in all it was knowledge sharing, networking and increased confidence for G Suite Admins.

Be on the lookout for the next G Suite Events by Hapaweb Solutions, Google Certified G Suite and G Suite for Education Partners.

 

Mar 202017
 

G Suite (Formally Google Apps) and Gmail do not provide a very clear way to forward Emails, from a particular account, to more than one. In order to accomplish forwarding Emails to multiple recipients, in Gmail, you will need to create a filter.

To create a filter to forward Emails to multiple accounts:

  1. Access your Gmail web interface (mail.google.com) and find the little gear in the top right-hand corner and left click it.
  2.  Left click on settings
  3. Find the blue navigation items, across the top, and click on “Forwarding and PO/IMAP”
  4. Click on the Add a forwarding address button
  5. Enter in the Email address that you would like to forward the Emails to
  6. Google will send a verification Email, to the address chosen, so you will have to log into the account you added and click the link in the Email to verify the Email address.
  7. Repeat steps 4 through 6 for all Email addresses you are forwarding to
  8. Access the settings again, with steps 1 and 2, but this time select the “filters” navigation item
  9. Click the link to “Create a new filter”
  10.  In the To field, fill in the Email address of the account you are forwarding Emails for (this would be the account you are currently logged in with)
  11.  Select the Forward it to: and choose your first address to forward the Emails to. Don’t worry, we will add the rest momentarily
  12. Click the link “Create filter with this search” and you will be returned to the filters main screen
  13. Repeat steps 9 through 12 to add in all the other Email recipients and keep all the settings the same

That’s it, you can now test your configuration by sending an email to the account you created the forwarding rules to and ensure that each recipient receives a copy.