Sample email to users about mobile security policy

This article is for Google Apps administrators who're enabling mobile security settings for their organization. For more information, see Google Apps Mobile Management and Device Policy Administration for Android.

Sample Email to Alert Users to Policy Change

If you change your organization's Google Apps mobile security settings, you might want to notify your mobile users about this change. You can use the following mail template.

And to get an idea of how many mobile users you have in your organization, and what type of devices they're using, you can get a high-level view of mobile usage in the Reports tab. Learn more about mobile charts and reporting.


Subject: New mobile policy for [name of organization]

Dear Mobile Users,

We are rolling out new mobile security requirements for [name your organization].

[Keep this paragraph if you're requring device activation for your organization:]

From [date] onward, all new mobile devices accessing Google Apps data will need to be approved by the IT staff before you can access your Google Apps mail, calendar, and contacts on your device. All devices currently able to sync will continue to work, but new devices after [date] will first need to be approved.

All Android, iPhone, iPad, Windows Mobile, and Windows Phone users accessing their Google Apps mail, calendar, and contacts will need to meet the following requirements:

[Remove items that do not apply]

  • Android users need to install and set up the Google Apps Device Policy app on their devices.
  • All users must have a password that's at least [x] characters long and contain letters, numbers, and punctuation.
  • Your device will lock if idle for more than [time] minutes. You must change your password within [limit] days.
  • Your device will be wiped after [number] invalid passwords are entered.

Android users will also be able to access the following device management features from your My Devices page:

  • Reset PIN
  • Ring Device
  • Lock Device
  • Locate your device

Use these features to lock and recover your device if you misplace it. If you lose your phone, please contact us immediately, and we'll help you recover your device or remotely wipe it.

If your device does not support these policies, you can still connect to Google Apps through the web browser on your mobile device. Please don't hesitate to contact us if you have additional questions.

Regards,
[Your name and contact information]

Additional note to send only Android 2.2 users

If you've already enabled the following settings under Mobile settings > Org Settings in your Google Admin console: Enforce policies on Android devices and/or Enable device activation, your users running Android 2.2 won't be able to download Device Policy from Google Play.

For these users, we recommend you set up a device policy deployment day on which your IT staff can download the Device Policy app onto users' phones, or give them instructions so they can set up device policy themselves. For more information, see Device Policy Administration for Android.

If you have your users set up the Device Policy app on their Android 2.2 devices, text them the link http://dl.google.com/adm/dmagent.apk where they can download the app, and send them the following instructions. Note: Most AT&T users running Android 2.2 won't be able to install a non-Google Play app from "Unknown Sources" and need to see Alternate instructions for Android 2.2 users using AT&T.

Note: These instructions apply only to the following conditions:

  • Android 2.2 users
  • You've already enabled the following setting in your Google Admin console: Mobile Settings > Org Settings > Enforce policies on Android devices and/or Enable device activation.
  • They're using a device that can allows the installation of non-Google Play apps from "Unknown Sources".

Subject: Device Policy download instructions for Android 2.2 users

If you're using an Android device running Android 2.2, you need to follow these instructions if you haven't already installed the Google Apps Device Policy app:

  1. On your device, go to Settings > Applications, and check Unknown Sources: Allow installation of non-Market applications.
  2. Download the Device Policy app onto your phone by going to this URL: http://dl.google.com/adm/dmagent.apk.
    If a warning screen appears for this download, check Unknown sources: Allow installation of non-Market applications.
    Once Device Policy is installed on your phone, you can access Google Play.
  3. Go to Google Play on your phone, search for "Google Apps Device Policy", and follow the directions to download and install the latest version of Device Policy.
  4. Go back to Settings > Applications and uncheck Allow installation of non-Market applications.

You're now set up with Google Apps Device Policy, and you will automatically receive updates to this app! If you have questions, see Device Policy for Google Apps Users.

Alternate instructions for Android 2.2 users using AT&T

Note: These instructions apply only to the following conditions:

  • Android 2.2 users
  • You've already enabled the following setting in your Google Admin console: Mobile Settings > Org Settings > Enforce policies on Android devices and/or Enable device activation.
  • They're using an AT&T device, or a device that prohibits the installation of non-Google Play apps from "Unknown Sources".

Subject: Device Policy download instructions for Android 2.2 with AT&T users

Install the Google Apps Device Policy app from Google Play from your consumer Gmail account by doing the following on your device:

  1. Go to Settings > Accounts and Sync.
  2. Press Add Account.
  3. Sign in using your consumer Gmail account (not your Google Apps account). If you do not have one, press Create and add an account.
  4. Open Google Play and search for "Google Apps Device Policy".
  5. Follow the installation steps to activate Google Apps Device Policy and add your Google Apps account (not your consumer Gmail account).

You're now set up with Google Apps Device Policy, and you will automatically receive updates to this app! If you have questions, see Device Policy for Google Apps Users.