Admin checklist: Getting started with Google Apps email settings

Once you receive confirmation that your orgs, users, and settings are transitioned, we recommend that you sign in to the Google Admin console to review your Postini settings and to familiarize yourself with how the transferred settings appear, and to make any adjustments if necessary.

For instructions on how to perform many common tasks in the Google Admin console that are comparable to Postini, and to learn how to modify specific Google Apps settings after your service transition, see the table below. See also the following video tutorial:

Postini Admin Console Google Admin Console
Login page Sign in to the Google Admin console

After your service transition from Postini to Google Apps, you can sign in to the Google Admin console to review your settings, and to perform other admin tasks. Sign in to the Google Admin console from the following page:

admin.google.com

For general instructions on signing in, see Sign in to your Admin console.

Orgs and users tab Review your users

During your service transition, your Postini users are moved to Google Apps. Both primary addresses and aliases are copied over. To review your users:

  1. Sign in to the Google Admin console.
  2. Click the Users icon to open the Users page.
  3. To review your users within individual organizations -- or organizational units (OUs) -- click any of the organization links in the right column.
  4. For instructions on adding users to an organization, or moving users from one organizational unit to another, see Options for adding users and Move a user to an organizational unit. For instructions and details about user aliases, see Add email aliases and Email aliases.

After your service transition, you will have read-only access to your Postini Administration Console, so you can sign in and keep the Postini Admin Console open in a separate browser window as you check your Google settings.

Orgs and Users tab Review your orgs and org structure

After your service transition is completed, you may want to review your orgs and org structure to make sure that your new setup is satisfactory to you. You may also want to review the various settings, such as Content compliance, Attachment compliance, and Receiving routing for each OU. (For instructions and details about the different settings within the Google Admin console, see the sections below.)

If you want to modify or fine-tune your org structure in the Google Admin console, see Create an organizational structure, Add an organizational unit, and Modify the organizational structure.

Note: If your Postini configuration includes just one account org, one email config, and one user org, you will see just one OU in the Google Admin console when you first log in. In Google Apps, the account org and email config org are not necessary, so the org structure will be simplified for you. If needed, you can add sub-organizations. See Create an organizational structure.

Domains Review your domains

Each of your domain names is transferred to the Domain settings page in the Google Admin console. This might include just a single primary domain, or it may also include additional domains or domain aliases that were part of your Postini configuration.

After your service transition is completed, we recommend that you confirm that domain aliases and non-primary domains are copied over. Note that domains are displayed differently in the Google Admin console. For example, in Google Apps there is only one primary domain.

For instructions and details on your domain setup in Google, see Add domain or domain aliases, Managing multiple domains, and Limitations for multiple domains.

Administrator privileges Set up administrator roles in Google Apps

The Google Admin console offers several pre-defined administrator roles that are not editable (see Pre-defined administrator roles). Using these pre-defined roles, you can grant administrator privileges appropriate to specific business roles. To create a custom administrator role with different privileges, see Create custom administrator roles.

Postini email filters Google Apps email settings

For general instructions on how to navigate to your Google Apps email settings, and for an overview of the email settings that are available in Google Apps, see Configure advanced settings for Gmail.

Note that you’ll need to click Gmail (rather than "Email") in the Google Admin console to access your email settings.

See the sections below for details regarding specific settings, such as Content compliance or Attachment compliance.

See also Guidelines for configuring advanced settings for Gmail.

Content Manager Content compliance setting

Content Manager filters in Postini are moved to the Content compliance setting in Google Apps.

With the Content compliance setting, you can specify what action to perform for messages based on predefined sets of words, phrases, text patterns, or numerical patterns. Using Content compliance, you can set up regular expressions to match text with patterns.

For instructions on reviewing your Google Apps content settings after your transition, or to make any changes, see Content compliance setting. See also Objectionable content setting.

Attachment Manager Attachment compliance setting

Attachment Manager filters in Postini are moved to the Attachment compliance setting in Google Apps.

The Attachment compliance setting enables you to specify what action to perform for messages with attachments. With this setting, you can specify conditions based on file type, file name, and message size. Each setting can have its own actions -- or method of processing filtered messages.

For instructions on reviewing your Google Apps attachment filters after your transition, or to make any changes, see Attachment compliance setting.

Delivery Manager Mail routing and delivery settings

During your Postini transition to Google Apps, your Delivery Manager settings are moved to multiple locations on the Gmail settings page -- including the Advanced Settings page, the Hosts tab, and the Default routing tab. (Note that the name Delivery Manager is not used in Google Apps email settings.)

You can use your Google Apps routing and delivery options for split delivery, dual delivery, receiving routing, sending routing, content routing, attachment routing, and more. You can use the Default routing tab to set up default routing options for your domain.

To review your mail routing and delivery settings after your transition, and for detailed instructions on several administrative tasks, see Mail routing and delivery: Guidelines and best practices.

Spam and virus filtering Spam and virus filtering

Google spam filtering is integrated into Google Apps, and spam is purged on a rolling 30-day schedule. There are no administrative settings for changing your spam filtering (spam filtering is simply "on" by default), but you can use the Spam setting to set up approved senders to bypass Google’s spam filters. Your users will be able to manage spam with the Quarantine Summary and the Message Center (see the Feature roadmap in the Postini Transition Resource Center, and see the sections below for more details).

Google also has built-in virus checking. Most computer viruses are contained in executable files, so standard virus detectors scan messages for executable files that appear to be viruses. Google helps block viruses in the most direct possible way: by not allowing users to receive executable files (such as files ending in .exe) that could contain damaging executable code; even if they are sent in a compressed (.zip, .tar, .tgz, .taz, .z, .gz) format.

For more details, see How Gmail spam and virus filtering differs from Postini.

Quarantine Summary Non-Gmail mailbox routing and Quarantine Summary

During your service migration, your Quarantine Summary settings will be moved to the Non-Gmail mailbox setting, so you may want to navigate to this setting to review your Quarantine Summary configuration. For example, if you set up Postini Quarantine Summary reports for weekly delivery on Monday, you'll find the same configuration in the Non-Gmail mailbox setting after your service transition.

For detailed instructions on how to set up Quarantine Summary reports, see Non-Gmail mailbox routing and Quarantine Summary. For user instructions, see Quarantine Summary report.

About the Non-Gmail mailbox setting
If your organization uses a non-Gmail mail service such as Microsoft Exchange (or other non-Google SMTP service), you'll be able to use the Non-Gmail mailbox setting to reroute messages to your users' non-Gmail mailboxes. You'll also be able to use this setting to set up a Quarantine Summary for your non-Gmail users.

Message Center Message Center

The Message Center, which is scheduled for release during the second half of 2013, will be available for organizations that use a non-Gmail mail service such as Microsoft Exchange (or other non-Google SMTP service). We will provide more information as the feature is closer to release (see the feature roadmap in the Postini Transition Resource Center).

Compliance Footers Append footer setting

The Append footer setting in Google Apps is comparable to the Compliance Footer in Postini. Using this setting, you can configure outbound messages with footer text for legal compliance, or for informational and promotional requirements. The footer is added below the last existing text portion of a message. For instructions, see Append footer setting.

Blocked senders Blocked senders setting

The Blocked senders setting enables an administrator to block specific senders based on the email address or domain. For instructions, see Blocked senders setting.

Approved senders Spam setting: Add approved senders to bypass the spam folder

Incoming email messages are subjected to Google's spam filters, so messages detected as spam are automatically placed in a user's Gmail spam folder. However, the Spam setting enables you to create an approved sender list to bypass the spam folder. You can approve specific senders based on the email address or domain. For instructions, see Spam setting: Add approved senders to bypass the spam folder.

Approved sender lists can also be reused across different settings. For example, you can specify the same approved sender list in both the Spam setting and the Secure Transport (TLS) compliance setting, and it would modify the behavior of both settings.

Note: If a message from an approved sender contains a virus or is part of an email attack, Google's virus filters will still prevent it from reaching your users.

Log Search Email log search

As a super administrator, you can use the log search for your domain. For instructions, see Email log search and Finding messages with email log search.

 

For a roadmap of Google Apps features, and for a comparison of Postini features to Google Apps, see Feature comparison and roadmap in the Postini Transition Resource Center. The roadmap also includes a list of new features, as well as features that we didn't transfer over from Postini.

To view diagrams for inbound and outbound mail flow, see After your transition: Google Apps mail flow diagrams.

Important: Your transition is not completed until you change your MX records from Postini to Google Apps.