Category Archives: Google Apps

Check here for news regarding our partnership with Google Apps. This will include Google Updates, Release Notes and more!

Google Announces New Message Log Search for Google Apps Premier and Postini

Google announced a few months ago that they would be releasing a new function for searching Message Logs. Last week it was officially released and has been widely accepeted by all system administrators. The Message Log Search is available for Google Apps Premier and Postini administrators on Systems 5, 6, 7, 8, 9 and 200.

The Postini Message Log Search provides visibility into how your messages are processed, filtered and delivered, and insight in the traffic patterns for your domain. The message security service captures information about your messages as they’re processed, and this information is stored in a log. You can use Message Log Search to run searches on this data using a variety of criteria and queries. You can then view search results and details about groups or individual messages.

With Message Log Search, you can track what happened to an inbound or outbound message — whether it was delivered, quarantined, archived, encrypted, or other disposition — and see if the message triggered a specific filter. Log Search also enables you to track all messages for a specific sender, recipient, domain, or IP address.

About Message Log Data

The message security service stores information about your messages in a log, such as the message header and how the message was processed, but does not store the actual messages. If you want to save search results for later analysis, you can export a .csv file.

Important: The Log Search data is managed and stored securely in Google datacenters located in the United States (for customers on Systems 5, 6, 7, 8, 9) and the European Union (for customers on System 200).

For more information about the log data storage in Google datacenters, and how to opt out of the Log Search feature, please see the Message Log Feature Data FAQ.

Integrating Microsoft Outlook and Exchange with Google Apps

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After introducing many small and medium sized businesses to Google Apps it became clear that most were only scratching the surface of the capabilities built into the Google products.

Google does an outstanding job of creating clear documentation explaining how each of the Google Apps work. We wanted to share how these innovative features can be used in your day to day business work flow.

We hope that these documents help you maximize the impact of your efforts by utilizing Apps to their full potential.

Google Apps offers a range of options to ease your migration from Microsoft Outlook and Exchange. If your users will continue to use Microsoft Outlook to access their email and calendars, follow the instructions below to get started.

1. Seamless Integration with Outlook

Google Apps Sync for Microsoft Outlook allows you to use Microsoft Outlook 2003 and 2007 effectively with Google Apps. Google Apps Sync for Microsoft Outlook provides seamless integration with your Google Apps email, contacts and calendar.

2. Alternate Outlook Integration Options

Alternatively, you can access your Google Apps email from Outlook using the IMAP protocol. For more information and step-by-step instructions see the supported IMAP client list.

To configure calendar synchronization between Microsoft Outlook and Google Calendar, use the Google Calendar Sync tool.

3. Connecting Calendaring on your Exchange Server to Google Apps

The Google Calendar Connectors are a set of services, typically deployed by our Google Enterprise Partners, that allow Google Calendar to interoperate with Exchange 2003 servers through the bi-directional sharing of Calendar Free / Busy information. Each of the tools is installed in the local Exchange environment and must be maintained and configured by an Exchange Administrator.

4. Dual Delivery options for Exchange and Google Apps

Dual delivery allows incoming mail to be delivered to your current email infrastructure as well as Google Apps Email. This lets your organization test Google Apps Email without interrupting current systems, making it a nearly risk-free pilot. It also allows users to test Google Apps without having to abandon their current setup.

5. Migrating Email to Google Apps

If you’re interested in migrating mail from Exchange Server, an Outlook Client or another email system to Google Apps, review the list of migration options.

6. Single Sign-On and Directory Sync

While Google Apps provides single sign-on (SSO) support for SAML based systems. With Google Apps Directory Sync, you can automatically provision users and groups based on the user data in your LDAP server, such as Microsoft Active Directory or Lotus Domino. Google Apps Directory Sync connects to your Google Apps account and adds/deletes user accounts to match your existing organizational schema.

MxToolBox is proud to be a certified Google Apps Reseller. We would be happy to talk with you to determine if Google Apps would be appropriate for your business. We help our clients with initial configuration, planning the migration of existing data, and deployment so that they can take full advantage of all the services and features provided by Google Apps. Please contact us at 866-MXTOOLBOX or sales@mxtoolbox.com.

Google Apps: Gmail Labels

mxtoolbox_gravatar1

After introducing many small and medium sized businesses to Google Apps it became clear that most were only scratching the surface of the capabilities built into the Google products.

Google does an outstanding job of creating clear documentation explaining how each of the Google Apps work. We wanted to share how these innovative features can be used in your day to day business work flow.

We hope that these documents help you maximize the impact of your efforts by utilizing Apps to their full potential.

Google Apps Gmail has many great features that can simplify your email work flow and organization. One of these features is the labels, Google’s alternative to folders.

Most users are used to a traditional email client with a tree structure of folders and sub-folders. Almost all users manually maintain their folders by dragging messages from the inbox to their final resting place. Not only is this extremely time consuming, but it is also not uncommon for a message to get placed into the wrong folder. Filters are not commonly used to automatically place messages in folders because they are complicated to create and more importantly, users want the messages to come into the inbox first.

Labels can provide the same type of organization you get from traditional folders, but give you a few extra bonuses.

Gmail makes creating filters incredibly easy. You can either manually select messages or perform a search which selects messages, then click “filter messages like these”.

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The filter can apply a label (which is the same as putting it into a folder) and still have it show up in the inbox as well.

You can’t be in two places at once. Traditional folders force you to decide where a message should be. Labels allow messages to appear in multiple labels, including the Inbox. So your filters can run automatically as messages arrive but are not lost in a folder where you won’t see them.

You can view all the messages with a label by clicking the label name along the left side of any Gmail page. For the screen shot below I choose the label Craig, you can see that all messages tagged with Craig are shown but if a message has more than one label it is available as well.

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You can manually apply labels as well by manually dragging the label over one or more selected messages. In the screenshot below I dragged the label Wendy and applied it to the message.

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If your users are using the Google Apps Sync Tool then their Outlook folder structure will reflect exactly on their Google Apps Gmail account as well.

The below image shows a typical Outlook folder structure before Google Apps. The Google Apps Sync Tool applies labels which are identical to their Outlook folder counterparts.

Outlook with Folders and Sub-Folders

Outlook with Folders and Sub-Folders


Google Apps Gmail with Labels

Google Apps Gmail with Labels

For more details on adding, creating and changing labels go here. For a great video that explains labels even more, go here.

MxToolBox is proud to be a certified Google Apps Reseller. We would be happy to talk with you to determine if Google Apps would be appropriate for your business. We help our clients with initial configuration, planning the migration of existing data, and deployment so that they can take full advantage of all the services and features provided by Google Apps. Please contact us at 866-MXTOOLBOX or sales@mxtoolbox.com.



Google Apps: One button to merge all duplicate contacts

As Google Partners we love to see the adoption of Google Apps and we love to see all of the updates!

Managing a big address book can be a challenge, so it’s no surprise that the top request for Google contacts is a fast, easy way to merge duplicate contacts. You’ve been able to merge contacts one-by-one for a while, but now we’ve added a single button that merges all your duplicate contacts at once. To clean up your contact list in one fell swoop, just click the “Find duplicates” button in the contact manager, review the merge suggestions (and uncheck any suggestions you don’t want merged), and hit the “Merge” button.


If you’ve been considering getting all your contacts into Gmail or syncing your Gmail contacts to your phone, now’s the time to do it. As we’ve written about previously, you can sync your contacts to a wide variety of devices (including Android, iPhone, Blackberry, SyncML, etc). So if you were dreading spending hours getting your contacts in order, now you can do it with a couple clicks.

For more details, go here.

Ten Email Related Websites to be Thankful For

Happy Thanksgiving!

To celebrate Thanksgiving we thought it would be fun to put up a list of the ten email related websites that we are thankful for. If you know of a tool that needs to be added to the list, please add it below in the comments. Keep in mind that this list is not in any particular order but is just a sampling of our favorites.
  1. Whatismyip.com – Helps users determine their server IP quickly. This tool is helpful for local PC IP addresses or if you need to determine the IP of your mail server.
  2. Telnet Test – Oftentimes it is very helpful to remove your mail server from the equation to see if there is an underlying network / reputation problem blocking mail flow. Telnet enables helps you manually send a test message using the telnet command built into every operating system.
  3. Mail Relay Testing – This service will check your server to see if it is possible for a third party to relay mail from your server and will also test several techniques for sending relayed mail, but no mail will actually be sent to your server.
  4. Google Apps – If you are looking for the best hosted solution out there, we would highly recommend Google Apps! Google’s web-based communication, collaboration and security apps are user friendly and the best of the best.
  5. Net Stat – This tool is helpful for determining if a local PC or mail server is blasting out spam. Keep in mind that this tool will only show you this type of activity if the trojan/virus is currently blasting spam. You can run this command from the cmd line: ‘netstat -a’ (without ‘) and if the computer is currently blasting spam it will reference SMTP or :25 // for example:  TCP    eTools-Dev4:4534       outbound-a1.mx-route.com:smtp  ESTABLISHED
  6. Traceroute – Traceroute tracks the path that a packet takes from your computer to a destination address. A traceroute also shows how many times your packets are being rebroadcast by other servers until it gets to the final destination. For windows users, the command is tracert. For Macintosh OS X users, its traceroute. We wold also like to mention the NetStat Agent product that is available for free download, seems to have some great features.
  7. Google Docs – We know that Google Docs aren’t really related to email but the way we are evolving to use this product does mean that email is included when sharing documents. While we love all Google products, we feel the recent improvements to Google Docs in particular are the most useful. Google’s new feedback systemseems to be a huge accomplishment for end users as our feature requests are being includedLast but not least, we would like to include three of our own tools which help make troubleshooting, diagnosing, and monitoring your email easier.
  8. untitled1Server Monitoring – Server Monitoring Takes the guessing out of server management.  If something is wrong with your email server, you need to know right away. MX Toolbox’s Free Email Server Monitoring lets you rest easy by sending you alerts when there is a problem with server performance, availability or reputation.
  9. untitled2MxToolBox Super Tool – This all-in-one tool includes a critical tool package for all system administrators: MX LookupBlacklistsDiagnosticsHeader AnalyzerSPF RecordsDNS LookupReverse LookupPort ScanWhois LookupARN Lookup and CNAME Lookup.
  10. untitled3Blacklist Checker – The MxToolBox Blacklist Tool checks your IP against a list of over 150 Real Time Blacklists. If your mail server has been blacklisted, some email you send may not be delivered.
If you know of a tool that needs to be added to the list, please add it below in the comments.

Google Docs Received More Improvements Last Week

As Google Partners we love to see the adoption of Google Apps and we love to see all of the updates!. If you would like information on how Google Apps can help your organization, contact one of our Google Apps specialists.

Now for a quick summary of the most recent updates to Google Docs.

Shared Folders

  • Shared folders: You now have the ability to share entire folders with other collaborators.
  • Upload multiple files: You can now upload multiple files to Docs simultaneously instead of uploading individually.
  • Return of ‘Items not in folders’ section.

We at MxToolBox like this update because we know everyone has their own filing structure and so now each user can create their own folders and then share with their neighbor. They also changed the interface a bit and it is much easier to create folders, move documents to those folders and then share the folders as well. They also have tweaked the functions when viewing all of your Google Docs so you can more easily share documents with your neighbors as well.

For more information:
http://googledocs.blogspot.com/2009/10/shared-folders-and-more-in-google-docs.html

Google Doc Editor

Google Docs editors are now more consistent across each product. The links, title area, menus, menu terminology, and toolbar are now nearly uniform across documents, spreadsheets and presentations.

This feature is nice because it was often confusing when the Edit section had different settings for different documents. This change will also help users feel more comfortable as they move from other word processing programs to try our Docs.

For more information:
http://googledocs.blogspot.com/2009/10/google-docs-now-more-consistent.html

Viewing Docs

You can now choose to open docs in a new window or not. You also have the ability to enable/disable the visual update indicators.

For more information:
http://googledocs.blogspot.com/2009/11/new-additions-to-settings-page.html

Google Releases New Export Options and More for Google Docs

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As Google Partners we love to see the adoption of Google Apps and we love to see all of the updates!. If you would like information on how Google Apps can help your organization, contact one of our Google Apps specialists.

Google has added some new features to the Google Docs list:

  • New export features which allow you to select multiple documents, convert them into your chosen format and download them as a zip file.
  • Indicators to show if a document has been viewed already or not.
  • A ‘New!’ indicator that shows you when a new document has been shared with you.

Editions included:
Standard, Premier, Education, Team and Partner Editions

Languages included:
All languages supported by Google Docs

How to access what’s new:

  • Select one or more files and then click on “Export” from the “More Actions” menu. Next, pick the format (e.g. PDF, Microsoft Word, etc) you want for your exported files. Finally, click “Continue” and it will create a zip file to download that has all your content. You can “export” up to 500 MB of content in a single zip file. It can sometimes take a few minutes to download so you also have an “email when ready” option to notify you when the zip file is ready.
  • “Unviewed” files are in bold, while “viewed” files are not. You can toggle this setting by selecting the item and clicking on “mark as (Un)Viewed” in the “More Actions” menu.
  • When an item is first shared to you, it will be bold (“Unviewed”) and marked as “New!”. Once you view this item, it’s listed normally. If the item is updated by someone else, then it will be marked as “Unviewed” again.

For more information:
http://googledocs.blogspot.com/2009/10/data-liberation-mark-as-viewed-and-new.html

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