Hapaweb Solutions

Aug 272015
 

An earlier post consider  How to create a SPF record for a domain that uses Google Apps to prevent email spam and fraud. Another way to prevent spammers from sending emails from your address is by setting DKIM authentication—a slightly more involved process, though quite similar to SPF.Google recommends that you add DKIM authentication for each of your domains.

GENERATING A DOMAIN KEY
The first step in setting up DKIM authentication with Google Apps (which is detailed here by Google) is to log in to your Apps account.

Click Apps > Google Apps > Gmail

Scroll down to where it says “Authenticate email”

From the drop down list (assuming you have more than one domain associated with your account), choose the domain name for which you want to generate a new record. Then in the large gray box below, click the “Generate new record” link. A popup will ask you to choose a “prefix selector”, but just accept the default (“google”) option and click the “Generate” button.

You will now see a lot of information appear in the gray box that was empty before:

DKIM2

This strange looking information will help machines out on the internet to verify that any emails @ your domain name were actually sent by you.

UPDATING YOUR DNS RECORDS
You now need to update the DNS records for your domain. That’s a fancy way of saying that you need to make this DKIM information available on the internet.

How you set up DNS records will depend on your web hosting service, so you may have to contact your web host to get details about that. (Google has some general guidelines here.) If you are using CPanel, you can implement the following steps.

Firstly, for each domain that you have associated with your Apps account, log in to your CPanel account and choose the “Advanced DNS Zone Editor” option.

SPF1

You’ll then see a small form something like this:

SPF2

Into the “Name” field, paste google._domainkey.

In the “TTL” (meaning “time to live”) field, you can basically type any number, but a common one to use is “14400”. (This just tells computers around the world how long—that is, how many seconds—to store this information before checking that it is still current.)

From the drop down list, choose “TXT”.

In the “Address” field, paste the remainder of the DKIM record.

DKIM2

Now click the “Add Record” button, and you’re done with CPanel.

TURN ON AUTHENTICATION
The last step is to return to your Apps account and turn on authentication. If you still have the original DKIM record page open, simply click “Start Authentication” at the bottom of the page.

DKIM4

Otherwise, once again click Advanced Tools and click the “Set up email authentication (DKIM)” link again, and choose the domain for which you just changed the DNS record. The page will indicate the status of the domain key for that domain.

Click “Start authentication”. It may take a while for the authentication process to be completed. It can sometimes take a day or two for your DNS records to be updated around the world, so if you get an error message, perhaps take a break and come back to this authentication step a little later.

And that’s it! Your emails are now more likely to reach their destination now, because they will be officially “signed” by your domain name. And spammers won’t be able to send out emails pretending to be you.

OTHER POSSIBILITIES
Another way to prevent spammers from sending emails from your address is by adding an SPF record to your domain—a slightly simpler process, but which has the same basic effect.

Jul 272015
 

About SPF Record

An SPF record is a type of Domain Name Service (DNS) record that identifies which mail servers are permitted to send email on behalf of your domain. It is as easy to adding as MX or A records in your DNS zone.

Why It Is Important?

Today, nearly all abusive e-mail messages carry fake sender addresses. Spammers send email from their mail servers but with your ‘domain’ as the sending email. The victims whose addresses are being abused often suffer from the consequences, because their reputation gets diminished and they have to disclaim liability for the abuse or waste their time sorting out misdirected bounce messages.

The purpose of an SPF record is to prevent spammers from sending messages with forged ‘From Addresses’ at your domain. Recipients can refer to the SPF record to determine whether a message purporting to be from your domain comes from an authorized mail server.

Setting SPF Record for Google Apps

How you set up DNS records will depend on your web hosting service, so you may have to contact your web host to get details about that. (Google has some general guidelines here.) If you are using CPanel, you can implement the following steps.

Login to your CPanel account and choose the “Advanced DNS Zone Editor” option.

SPF1

You’ll then see a small form something like this:

SPF2

Into the “Name” field, paste your domain name, followed by a dot. E.g.mysite.com..

In the “TTL” (meaning “time to live”) field, you can basically type any number, but a common one to use is “14400”. (This just tells computers around the world how long—that is, how many seconds—to store this information before checking that it is still current.)

From the drop down list, choose “TXT”.

Into the “Address” field, paste v=spf1 include:_spf.google.com ~all

You will end up with something like this:

SPF3

Now click the “Add Record” button, and you’re done! You have now added an SPF record for your domain.

Jul 132015
 

There are times it does become necessary that as the Google Apps Adminstrator, you need to restore a user’s deleted Gmail or Drive files. I am referring to those Gmail mails which have been deleted for the Trash bin Drive files that have been permanently deleted.

The Google Apps admin console enables you to restore deleted Google Drive files or Gmail messages for one or more users for a date range you specify.

Note: If a user removes a file in Drive or deletes a message from the Gmail Inbox, the item moves to the Trash, where the user can easily recover the item. When the user or the system empties the Trash, this actually deletes the item. You can then restore the deleted item.

Here are some things to consider when restoring deleted data:

 

  • You can restore data for an individual user on that user’s detail page, or for up to 10 users on the Users list page.
  • You can select a date range to restore data from up to 25 days ago.
    • Note: The dates you select reflect the date the message was deleted.
  • If a user provides others with access to any Drive item, when you restore that item, the access is not restored. The user can re-enable access as needed.
    • Note: If your Google Apps account includes Drive storage quotas for users, you can’t restore a user’s Drive data if that user’s Drive is full.

To restore an individual user’s data:

1) Sign in to the Google Admin console.

Deletedmails
2) Click Users.

Deletedmails
3) Locate the user in the list and click their name to open their account page. Or, search for the user in the search box.

Deletedmails
4) On the user’s account page, click Settings and choose Restore data.

Deletedmails
5) Select the date range for the data you want to restore.

Deletedmails
6) Select the type of data you want to restore: Drive or Gmail and click on Restore data

Deletedmails

To restore data for multiple users:

  1. Sign in to the Google Admin console.
  2. Click Users.
  3. Click the image to the left of the name for each user whose data you want to restore.
    1. Note: You can select up to 10 users. If you select more than 10, the restore option disappears.
  4. Click on the three vertical dots (Settings) and choose Restore data.
  5. Select the date range for the files you want to restore.
  6. Select the type of data you want to restore: Drive or Gmail.
    1. Note: If you leave the date range fields blank or don’t select a data type, an error message appears.
  7. Click Restore Data.
  8. On the status screen, click Close.

To confirm that you successfully restored the items, check the user’s Drive folder or Gmail Inbox. Note that it can take up to one hour for restored messages or files to appear.

Jul 122015
 

googlevsoffice365

This article is by  and reproduced from cmswire.com

Google Apps and Microsoft Office 365 are both cloud productivity platforms aimed at companies. But that’s where the similarity ends, especially in terms of user demographics.

Google App users tend to be younger and the companies for which they work tend to be younger and smaller, too, according to previously released analysis by BetterCloud. Office 365 users, on the other hand, tend to be more established companies with some legacy IT in the mix.

But both groups are powering to full cloud adoption at a surprisingly fast rate, according to that survey’s conclusion.

So … end of story. Or one would think.

But in a new survey, BetterCloud has unearthed additional differences between these two groups — and the platforms themselves.

As we will see, many of these differences are inherent to the platforms and to the demographics of the two user groups. However, in some cases, the differences are stark enough to make note of — including predictions about which platform large enterprises most see themselves migrating to in a full cloud environment.

More Productive, More Collaborative

For starters, organizations using Google Apps are experiencing cost savings of 41 percent while organizations using Office 365 experience cost savings of 27 percent.

The survey also found that 84 percent of enterprises using Google Apps experience increased collaboration compared to 72 percent of Office 365 enterprise organizations.

Other stats from the survey provide more insight into which type of company is using which platform.

For example, Office 365 organizations are more than four times larger and are five years older than Google Apps organizations, while Office 365 IT teams are five times the size of their Google Apps counterparts.

Another telling tidbit: 68 percent of Google Apps organizations roll out Google Apps all at once while 62 percent of Office 365 organizations choose a hybrid deployment strategy.

And now for the money data point:

Today, there are no large enterprises (defined as having 5,000+ employees) running 100 percent of their IT in the cloud on Google Apps or Office 365. But by 2026 those numbers are expected to increase to 74 percent and 57 percent, respectively.

An Interconnected Story

The stats make sense when you consider the history behind Google Apps and Office 365, BetterCloud CEO David Politis told CMSWire.

Google Apps is newer and companies that deployed it were newer and more inclined to put as much as possible in the cloud, he said.

Conversely the Office 365 users tend to have a strong legacy IT infrastructure that is still in use, so they are more gradually shifting to the cloud.

Ergo, users of Google Apps will experience greater cost savings, because moving to the cloud wholesale as they tend to do, is a cost-saving endeavor.

“Think about it. They are saving on licenses, on maintenance, on hardware even. Of course they are experiencing more savings,” he said.

Office 365 users are also experiencing savings but not to the same extent for that reason — they are still supporting in part the costs associated with legacy IT.

“The savings metric is directly correlated to the adoption and consumption of cloud savings,” Politis said.

The same logic explains why Google App users experience better productivity gains: they are using more of the technology, which is integrated.

Google Apps is the Winner?

As for the 74 percent of large enterprises that say they will be on full cloud deployment using Google Apps by 2026, versus 57 percent for Office 365, that has much to do with the Microsoft’s hybrid platform, Politis said.

“Once of the benefits of Microsoft is that it allows you to run in hybrid environment and does it in an elegant manner,” he said.

“The Google suite doesn’t have legacy technology – it is all-in for the users, or not.”

That is why, Politis said, he likes to describe the two companies this way: Google’s approach to the cloud is revolutionary and Microsoft’s is evolutionary.

“It is up the company to decide which approach is better suited for them. In the end, though, most of these companies are heading to full, or almost full, cloud deployment.”

Jul 112015
 
On Friday 10 July 2015, Hapaweb Solutions, a Google Apps partner in Ghana in collaboration with the Google Apps for Work  Ghana team  organised a series of 2 hour trainings for Google Apps administrators in Accra.  Participants were from a number of companies in Ghana including Star Assurance, First Atlantic Bank , Groupe Nduom, Citi FM, Ghana Football Association, JCS Investments Limited, Wolley Group, Delata,
Active Business Solutions Limited and Liberty Capital Holdings Ltd.

The trainings was  led by Albert Opoku and Gideon Brefo, both certified Google Apps for Work Administrators from Hapaaweb Solutions . The training focused on the Google Apps admin console and covered the following:

  • Creating a group that can be used as a shared mailbox for a group of users, Q & A Forums, and distribution lists
  • Creating and using organizational units to manage users, groups, and security settings
  • Managing domain and organization level settings for Google Apps services
  • Using Google Apps Mobile Management to manage Android and Google Sync devices

 

May 072015
 

Usually you may want to trial out Google apps for work or Google apps for education before switching over fully. (Google offers a free 30 days trial for Google apps for work for 10 accounts . You can contact us if you want us to help you set up Google Apps for your domain).

During the period of trying out Google apps, you will most likely have to set up a dual delivery or split delivery to ensure you are receiving emails in both your current mail service as well as throught Google Apps.

This tutorial focuses on setting up email aliases (mail forwarders) for cPanel (Webmail) users. This is actually part of the five step process involved in setting up Google Apps on your domain, the steps are :

1. Sign up for Google apps for work (you can contact us to help you do this for FREE)

2. Verify your domain – view this tutorial on how to verify your domain on cPanel.

3. Add up to 10 user accounts on Google Apps

4. Create domain aliases (actually its mail forwarders) for the users (up to 10) – this is what this tutorial handles. If you want to create mail forwarders for a lot of emails then you should rather follow this tutorial – how to create multiple email forwarders on cPanel

5. Configure your MX record to enable dual delivery – view this tutorial on how to do this on cPanel

I assume you have completed steps 1, 2 and 3 above. Every account you create in Google apps has a default alias,  the email alias address for each user@your_domain.com is user@your_domain.com.test-google-a.com for example, the domain alias for albert@hapaweb .com is albert@hapaweb.com.test-google-a.com. You will now have to add these alises to their corresponding accounts in cPanel. Follow the steps below to do this.

STEP 1: Log into your domain’s hosting cPanel via your-domain-name.com/cpanel and click on Forwarders

cPanel_Forwarders3

STEP 2: Click on Add Forwarder.

cPanel_Forwarders4

 

STEP 3: Put the name of the email address you wish to forward from in the first blank field. For example: for albert@hapaweb.com, put albert in the first blank field.

cPanel_Forwarders5

STEP 4: Under Destination , select Forward to email address and enter the corresponding Google Apps email alias. and click on Add Forwarder

cPanel_Forwarders6b

STEP 5: You should see the confirmation message.

cPanel_Forwarders7

STEP 6: Click on Go Back and then follow steps  2 to 5 for all your 10 account

cPanel_Forwarders8

 

 

May 062015
 

Usually you may want to trial out Google apps for work or Google apps for education before switching over fully. (Google offers a free 30 days trial for Google apps for work for 10 accounts . You can contact us if you want us to help you set up Google Apps for your domain).

During the period of trying out Google apps, you will most likely have to set up a dual delivery or split delivery to ensure you are receiving emails in both your current mail service as well as throught Google Apps.

This tutorial focuses on setting up email aliases (mail forwarders) for cPanel (Webmail) users. This is actually part of the five step process involved in setting up Google Apps on your domain, the steps are :

1. Sign up for Google apps for work (you can contact us to help you do this for FREE)

2. Verify your domain – view this tutorial on how to verify your domain on cPanel.

3. Add up to 10 user accounts on Google Apps

4. Create domain aliases (actually its mail forwarders) for the users (up to 10) – this is what this tutorial handles. If you want to create mail forwarders for just a few emails then you should rather follow this tutorial – how to create single email forwarders on cPanel

5. Configure your MX record to enable dual delivery – view this tutorial on how to do this on cPanel

I assume you have completed steps 1, 2 and 3 above. Every account you create in Google apps has a default alias,  the email alias address for each user@your_domain.com is user@your_domain.com.test-google-a.com for example, the domain alias for albert@hapaweb .com is albert@hapaweb.com.test-google-a.com. You will now have to add these alises to their corresponding accounts in cPanel. Follow the steps below to do this.

STEP 1: Create a csv file with the list of emails addresses and the corresponding Google apps aliases as shown below

cPanel_Forwarders_multiple0

STEP 2: Log into your domain’s hosting cPanel via your-domain-name.com/cpanel and click on Import Addresses/Forwarders

cPanel_Forwarders_multiple1

 

STEP 3: Select Forwarders.

 

cPanel_Forwarders_multiple2

STEP 4: Click on the Choose File button and upload your csv.file . Then click on Next to complete the process.

cPanel_Forwarders_multiple3

 

Feb 192015
 

There are times you are unable to recalled your admin email address (username) or the password use for accessing your Google Apps admin panel. If you have access to to the domain’s DNS portal such as your hosting cPANEL, you will be able to recover the admin email address and reset the password. To do so, follow the steps below.

1. Go to https://www.google.com/a/cpanel/yourdomainname/VerifyAdminAccountPasswordReset
replace yourdomainname with your actual domain name, example hapaweb.com

2. Enter an email address you have access to, this email address should not be on the domain you are working on.
resettingGappAdmin1
3.  Click on the Continue with domain verification button

4. Copy the unique verification code which starts with the words google – see image below
resettingGappAdmin2

5. Open another window or tab and navigate to the cPanel of your domain  and login

resettingGappAdmin3

 

6. Once logged in click on Advance DNS zone editor

resettingGappAdmin5

 

7.Under Add a Record, locate Type and select CNAME

resettingGappAdmin6

 

8. Enter the following values:
Name: the string you copied in step 4
TTL : 3600
CNAME: google.com

9. Click on Add Record

resettingGappAdmin7

 

10. The record should be added to the list of existing records

resettingGappAdmin8

 

11. Return to the tab or window where you started the verification process

12. Click on I’ve completed the steps above, continue button

resettingGappAdmin9

13.  Depending on your host, it could take up to 48 hours for the changes to propagate, but for number hosts, this might take a few minutes.

resettingGappAdmin10

14. You will receive an email in the mailbox of the email address you entered in step 2 (above) with a reset link

15. Click on the reset link

resettingGappAdmin11

 

16. You would now see the email address which is the admin emails address for your domain (see arrow below)

17. Enter a new password in the fields provided and click on the Save new password button

resettingGappAdmin12

18. Click on the Sign in to manage xxxx link

resettingGappAdmin13

19. You will be automatically logged into your Google apps admin console (admin cPanel)

resettingGappAdmin14

444

Feb 132015
 
To read this newsletter online click here.

Hapaweb-Logo2

It's time to go Google Apps for Work!

Are you tried of spam emails? Small mailbox size? Or cannot check your corporate emails on your phone or tablet? Then it's to go Google Apps for Work!

What is Google Apps for Work?

G Suite is a cloud-based productivity suite that helps you and your team connect and get work done from anywhere on any device. It's simple to set up, use and manage, allowing you to work smarter — and to focus on what really matters.

More than five million businesses have made the move to Google Apps for Work. It's about helping employees work better together anyplace, anytime. G Suite includes secure, reliable workplace tools for email, chat, calendar, document creation, video sharing and project websites.

Run your business, not your email server.

Gmail for work offers 30 GB of storage per user, powerful spam filtering, BlackBerry and Outlook interoperability, and a 99.9% uptime SLA.

Email, IM, voice and video chat: Each user gets 30 GB of email and IM storage (50 times the industry average).

Anytime, anywhere access to your email: Gmail is securely powered by the web, so you can be productive from your desk, on the road, at home and on your mobile phone, even when you’re offline.

Sync with Android, iPhone & BlackBerry: Get the benefits of Apps on leading mobile platforms Search and find emails instantly: Spend less time organizing email and find emails quickly with Google-powered search for your inbox.

Get less spam: Powerful Gmail spam filtering helps you stay focused on what’s important.

We can help you.

Visit our website or call us on +233201713002 / +233208124614 / +233200447661 or +233208137081 to learn how Google Apps can work for your needs and get setup today.

The Hapaweb team

A G Suite and G Suite for Education (Formally Google for Education) (Formally G Suite (Formally Google Apps for Education)) partner.

Feb 112015
 

The traditional ways of teaching in the classroom is quickly fading out in most of the advanced countries. Most schools are shifting old face-to-face teaching and learning methods to electronic or online means. The teacher and student do not need to meet face-to-face for learning to take place.

Though Ghana is lagging behind in terms of access to the internet but schools like St. Louis, Okess, Kofi Agyei SHS, OT, Juass, KTI and Simms are raising their heads up to be leaders in using ICT in teaching and learning. The IT heads from these schools and some four others were invited to St. Louis SHS to be trained on using Google Apps for education in their school.

They were taken through the management of the administrative panel of Google Apps. These will in turn assist in the training of other teachers and staff when Hapaweb Solutions goes into their individual schools to implement Google Apps.