GSuite Admin Guide

Table of Contents

WHY G SUITE?

INTRO TO G SUITE ADMIN CONSOLE

Types of G Suite Admin Roles
G Suite Directory
G SUITE APPS
Core Apps
Less Critical Apps
Long-Tail Apps
G Suite Marketplace and Third Party Apps
G Suite is a package of cloud-based services that can
provide your company or school with a whole new way to
work together online -- not just using email and chat, but
over video conferences, social media, real-time document
collaborations, and more.

Why do we use G Suite?

Information Technology continues to be a very important dimension in the area of Higher

Education, with many crucial elements to our day-to-day work in TUP Cavite. Mailing has
been a particularly central tool of communication for years, and its importance remains
essential as a basic part of our work.

Through the generosity and assistance of QSR International, TUP Cavite was able to
acquire free license of G suite for Education. GSuite provides TUP Cavite a suite of free
tools to support not just communication but provides both faculty and students an online
platform for remote teaching/distance learning during this time of pandemic. The idea was
to create a unified system under which faculty can deliver instructions and students easily.

What do we use G Suite for?

G Suite is used:
for communication – Gmail, Hangouts, Calendar, and Google+
for collaboration – Docs, Sheets, Slides, Forms, and Sites
for storage – Drive
for managing users and services – Admin panel and Vault.

Furthermore, G Suite adds features such as custom email addresses at a

domain (@gsfe.tupcavite.edu.ph in our case), unlimited cloud storage,
additional administrative tools and advanced settings, as well as 24/7
phone and email support.
Intro to G Suite Admin Console
The Google Admin Console is a management tool provided by Google
for G Suite administrators. It allows administrators to maintain all their
G Suite services from one dashboard. With the Google Admin Console,
administrators can configure settings for G Suite, monitor the usage of
their domains, create user accounts, and more.

The first step to setting up G Suite is deciding who should be privileged users—or
admins—as well as what type of administrative privileges to assign to each person. A
general best-practice for privileged access management is to only grant the minimum
permissions needed for administrators.

Types of GSuite Admin Roles

Google has a great overview of the different pre-built administrator roles, but here are
three key roles to consider:

Super Admin: These users have access to all features in the Admin console and Admin API,
and can manage every aspect of the organization's account. Super admins also have
full access to all users' calendars and event details. Google recommends that at
least two people should have super admin access, just in case one user forgets his or
her password (the other user can reset it). More than three super admins limits the
options for password recovery, so two is a good general rule.
Groups Admin: Google Groups make it easier for project teams to communicate and
collaborate with one another. For example, you can send an email to everyone in a
group with one address, invite a group to an event, or share documents with a
group. Groups admins can add or delete Google Groups in the Admin console,
managing the members and access settings within groups. It can be useful to have
additional groups admins on top of the super admin to make team-level changes.
User Management Admin: These admins can perform all actions on users who aren't
administrators, including creating or deleting users, or managing users’ passwords
and security settings. These tasks apply only to users who aren’t administrators
themselves. User management admins might be the people in the organization
responsible for employee onboarding and off boarding, such as an HR team
member.
Users and Admins

The G Suite is managed with a system of users and administrators. Faculty and students in
TUPC will be classified as users, whereas the UITC Coordinator and the Network
Administrator are assigned the administrator role.

Regular users have access to all of the Google Apps mentioned above, while administrators
have access to a panel where he/she can manage the users. For example, the administrator
of G Suite of the TUPC will be able to:

View user list

Create a user
Rename users
Reset password
Force password change
Add/remove alias
Suspend users
Delete users
View user profile
View enabled services
View groups
View licenses
View security settings
View admin roles

The use of G Suite for Admins

Having defined basic terms and functions available to us, it’s time we start using the system.

Logging in

1.Type admin.google.com in the address bar

2. Fill in your username and password

Admin Console Map
As an administrator, the Google Admin console is where you manage all your Google Workspace
services. Use it to add or remove users, manage billing, set up mobile devices, and more. The
Admin console can be found at admin.google.com
Start on the Home page with these features
Feature What you can do with it

Users Add or remove users, put users in

organizational units, and assign admin roles
to users to help you manage your Google
Suite services.
Apps Manage settings for Google Suite apps and
services, such as Gmail and Calendar.
Billing Add payment methods, print your invoices,
upgrade your Google Suite edition, or cancel
your subscription.
Groups Create company-wide groups and mailing
lists to collaborate.
Organizational units Set up a structure for assigning settings and
apps to groups or departments.
Buildings and resources Set up G Suite Calendar so users can book
shared resources in your company, such as
such equipment or conference rooms.
Devices Manage mobile devices and computers for
your organization’s G Suite account.
Security Manage security settings in Google Suite—
enforce 2-Step Verification, monitor and
enforce passwords, and more.
Reports View reports and audit logs to examine
potential security risks and analyze user and
administrator activity.
Account settings Customize your organization's details and
set your communication preferences.
Review and accept compliance agreements
(GDPR, HIPAA).
Domains Verify your domain, add a domain
alias or other domains, and more.

Data migration Use Google migration tools to import

email, calendar events, and contacts.
Admin roles Add other users as administrators and
select their permissions.

Rules Secure your organization's data, files,

and devices.
Feature What you can do with it
Dashboard View insights, notifications, and
recommendations about your organization.

Support Get support from Google by chat, phone, or

email, or search for specific help topics.

GSuiteDirectory

The G Suite Directory includes each user's name and email address (you can also add
information like phone numbers, a physical address, and employee information.) From the
Directory, you can get a comprehensive view of users, groups, organizational units, and
buildings and resources. Let’s dive into what each sub-category means, as well as some best
practices for G Suite admins.
Users: From the user directory, you can manage entire employee lifecycle, onboarding and
offboarding users when they start and leave the organization.

Groups: Once you have your users added to G Suite, you can set up groups to create
distribution lists for teams. Groups can help admins manage access to
documents, sites, videos, and calendars. In addition, groups can make it easier to
manage access and admin privileges.

Organizational Units: Larger organizations may choose to implement organizational units to

apply different layers of settings to certain users and devices. Initially in your Google
Admin console, all your users and devices are placed in a single organizational unit.

You can create sub-organizational units beneath your top-level organization, and then move
users or devices into that sub-organization. Every user in the sub-organizational unit inherits
the settings of their unit as a whole. For example, a super admin may choose to turn off
certain applications or features for a sub-organizational unit.

You can mix and match domains within an organizational unit, if you frequently work with
people who do not share your same domain name, such as consultants or partners.
GSuiteApps

Core Apps

Most people are familiar with the core, “killer apps” of G Suite, including:

GMail: If you personally use Gmail, there’s a lot of continuity with

the G Suite version. Admins can keep and search logs of emails
as an added benefit for security and compliance.

Calendar: G Suite admins can specify how users can share their
primary calendar inside and outside the company’s domain. For
example, you can specify whether to show event details or keep
them private, whether people outside your domain can change
calendars, and more.

Google Drive : As mentioned above, Google Drives provide a simple

way to store and organize files.

Docs,SheetsandSlides:ThesecoreproductivityappsinGSuite allow
you to create documents, spreadsheets, and slide presentations,
and easily share or revoke access for collaboration purposes.

Google Classroom: This helps students and teachers organize

student work, boost collaboration, and foster better communication.

Less Critical Apps

Certain Google apps can be useful for many applications, but aren’t necessarily best-in-class
solutions for every use case. Here are a few examples:

Google Forms: This application can be good for organizations that

need to manage a lot of events or conduct polls. Otherwise, it isn’t
a daily must-have for most people.

Google Meet: This video conferencing app can also be used as a

conference calling line. A wealth of other free conferencing apps
challenge Google Meet in terms of reliability and audio quality.

Google Hangouts Chat: A quick and easy default chat app is ok

for one-to-one interactions, but other applications like Slack
may be better for group chat or collaboration.
Long-TailApps

These apps are new or recently updated, but not 100 percent necessary within most
organizations. In the long-run, they may become increasingly useful, especially if Google
continues to invest in product development.

Sites: Google Sites has been rebuilt by Google in the past few years, and
can sometimes be useful to create company intranets. For Sites, G Suite
admins can turn access rights for certain users on and off (or allow access
to certain areas of a site)

Jamboard: Connecting Jamboard to Google Meet can be incredibly

useful if you have a lot of remote employees, but the dedicated
Jamboard hardware is expensive, and there are cheaper (or free)
alternatives for collaboration

Keep: Some people view Keep as a good way to keep notes and lists.
Recently Google has added Keep reminders natively to Calendar, which
can be a useful way to remember to complete a timed task

G Suite Marketplace & Third Party Apps

You can install a Google Suite Marketplace app in your organization's domain and choose who
can use the app.

Note: Add-ons for Google Docs, Sheets, Slides, and Forms are moving to the Google Suite
Marketplace. Work with your app developers to move any Docs, Sheets, Slides, and Forms
add-ons to the Google Suite Marketplace. Until they’re moved, don’t uninstall any add-ons
because you won’t be able to find them in the Google Suite Marketplace and reinstall them.

Warranties and support for third-party Google Suite Marketplace apps are provided by the
vendors and not by Google Suite Support.

Manage a user's security settings

As an administrator for your organization's G Suite or Cloud Identity service, you can view
and manage security settings for a user. For example, you can reset a user's password, add
or remove security keys for multi-factor authentication, and reset user sign-in cookies.