Google Apps

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Google Apps gives everyone at your organization a custom email address, tools for word processing, spreadsheets and presentations, a shared calendaring system and access to a flexible extranet system. Standalone security and compliance services are also available.

DreamHost now offers an easy method for integrating Google Apps with your domain. You can choose to have your E-mail, Calendar, Documents, Sites and a Start page all hosted by Google. Or, you can choose to have your entire domain hosted with Google! Of course, this was something you could always do with Google Apps.

When you enable either Google Apps and/or Gmail for your domain we automatically handle setting up the DNS records for that domain to make these services work.

However, everything else regarding those services must be managed in Google's control panel. Once you've made the changes in our control panel log into Google's control panel at this link (http://www.google.com/a/cpanel/domain/new) to sign-up with them to manage things on their side.

GMail for your domain

It's best to perform these steps during a convenient downtime window, since email delivery may be disrupted and your users may need to change their mail client settings. This process will change your domain's MX records and the A-record for your 'mail' sub-domain. So, once you enable this integration, your access to your regular DreamHost email will not work!

You should download any mail you have on DreamHost mail servers before you make this change!

For Already Hosted Domains

  • Log in to your Web Panel and visit the "Domains > Manage Domains" section
  • Click on the "Edit" button under "Web Hosting" for the domain you wish to use with this service
  • Under the "Fully Hosted" section, click on the checkbox next to the GMail logo that says "Use Gmail for all email"
  • Then, click on the "Change fully hosted settings now!" button
  • You will be redirected back to the "Domains > Manage Domains" page, where a green "Success!" message will appear, informing you that your domain has been edited as you have requested! There will also be 2 links informing you to "register at Google Apps for your Domain" and "configure your mailboxes there", if you haven't already.

Once you have Registered with Google Apps for your Domain and the DNS records for your domain have completely propagated (which should only take a few hours), you will now be able to log in with your first administrator account at http://mail.example.com (replace 'example.com' with your actual domain).

A small suggestion. Before proceeding to register with Google mail, make a note of all of your current mailboxes. During the setup of your google accounts adding the old mailboxes to the new google system as soon as possible will greatly reduce the chances that your user mail will bounce. In addition to what is listed above, you make also want to make a note of your current DreamHost mailbox account settings. (Mail Server Address, Username, Password, etc), and once you have logged into your new google account, you can add your old DreamHost mail account into your new account (In gmail: Settings / Accounts / Add Account). Allowing you to retrieve all of your currently dreamhost stored email. Once the email has been transferred to google via POP3, it would be advisable to delete the dreamhost mailboxes (since they will no longer be accepting your email), and removing the account from your google account settings.

For New Domains

Newly added domains will have the Google Apps and GMail options selected by default. After adding your domain on the "Domains > Manage Domains" section of your Web Panel and selecting the GMail for your domain option, you simply need to follow the "register at Google Apps for your Domain" link to complete the set up process with Google.

Once you have Registered with Google Apps for your Domain and the DNS records for your domain have completely propagated (which should only take a few hours), you will now be able to log in with your first administrator account at http://mail.example.com (replace 'example.com' with your actual domain).

How do I access my mail with my regular e-mail client now?

GMail for your domain will still allow you to use your favorite E-mail client! This is something that will need to be enabled for each account you add to the system.

Once an account is added, simply log in to your GMail interface (at http://mail.example.com where 'example.com' is your actual domain name). Click on the "Settings" link at the top-right of the page. Then, click on the "Forwarding and POP/IMAP" section under Settings.

From there, you can modify Forwarding, POP Download and IMAP Access for this account. Once you have enabled POP Download or IMAP Access for this account, you can check the "Configuration instructions" links for detailed instructions on how to configure your e-mail software.

  • POP server: pop.gmail.com
  • IMAP server: imap.gmail.com
  • SMTP server: smtp.gmail.com

Google Apps for your Domain

For Already Hosted Domains

  • Log in to your Web Panel and visit the "Domains > Manage Domains" section
  • Click on the "Edit" button under "Web Hosting" for the domain you wish to use with this service
  • Under the "Fully Hosted" section, click on the checkbox next to the Google Apps logo that says "Set up calendar.example.com, docs.example.com, sites.example.com, and start.example.com, free!"
  • You will be redirected back to the "Domains > Manage Domains" page, where a green "Success!" message will appear, informing you that your domain has been edited as you have requested! There will also be a link informing you to "register at Google Apps for your Domain", if you haven't already.

Once you have Registered with Google Apps for your Domain and the DNS changes for this domain propagate, you will be able to access the different sub-domains that have been created, for calendar.example.com, docs.example.com, sites.example.com, and start.example.com!

For New Domains

Newly added domains will have the Google Apps and GMail options selected by default. After adding your domain on the "Domains > Manage Domains" section of your Web Panel and selecting the Google Apps option, you simply need to follow the "register at Google Apps for your Domain" link to complete the set up process with Google.

Once you have Registered with Google Apps for your Domain and the DNS changes for this domain propagate, you will be able to access the different sub-domains that have been created, for calendar.example.com and docs.example.com!

Google Hosted

If you prefer to have Google host your entire domain, including all the Google Apps services and your web-page, you can! This means that your actual website will be hosted with Google, using their Page Creator service.

For Already Hosted Domains

  • Log in to your Web Panel and visit the "Domains > Manage Domains" section
  • Click on the "Edit" button under "Web Hosting" for the domain you wish to use with this service
  • Scroll down to the "Google Hosted" section and click on the "Google Host this domain now!" button
  • You will be redirected back to the "Domains > Manage Domains" page, where a green "Success!" message will appear, informing you that your domain has been edited as you have requested! There will also be a link informing you to "register at Google Apps for your Domain", if you haven't already.

Once you have Registered with Google Apps for your Domain and the DNS changes for this domain propagate, you will be able to access your domain and the different sub-domains that have been created, for calendar.example.com, docs.example.com, sites.example.com, and start.example.com!

For New Domains

  • Log in to your Web Panel and visit the "Domains > Manage Domains" section
  • Click on the "Add New Domain / Sub-Domain" button
  • Scroll down to the "Google Hosted" section, input your new domain name and click on the "Google Host this domain now!" button
  • You will be redirected back to the "Domains > Manage Domains" page, where a green "Success!" message will appear, informing you that your domain has been edited as you have requested! There will also be a link informing you to "register at Google Apps for your Domain", if you haven't already.

Once you have Registered with Google Apps for your Domain and the DNS changes for this domain propagate, you will be able to access your domain and the different sub-domains that have been created, for calendar.example.com, docs.example.com, sites.example.com, and start.example.com!

To Remove Google Hosting

see "removing Google hosting" below

Register at Google Apps for your Domain

After you add a new domain, or edit an existing domain and enable any of the Google Apps, or choose to Google Host the entire domain, you'll be presented with a "register at Google Apps for your Domain" link. Click that link and you'll be taken to a "Welcome to Google Apps" page. Since we are tied in to their system with an API, you'll already be at Step 3! This is where you create your first administrator account in the Google Apps system, for this domain.

  • Choose a username for this administrator account
  • Select a password and enter that in the "Password" and "Re-enter password" boxes
  • If you wish, you can opt-in to the News and Feedback options from Google Apps
  • Finally, read the Terms of Service for using Google Apps for your Domain and click on the "I accept. Continue with set up" button to finish your registration!

You will now be in the Dashboard for your Google Apps account! From here, you can create users for this domain, adjust your domain settings, use Advanced tools for importing email from your local E-mail client, Bulk Uploading accounts and enabling other Google Apps services.

I lost the Google Apps Registration link!

No problem!

Go to Domains -> Manage Domains and select "Edit" under the domain:
Edit domain.png

You will see the link to "register at Google Apps for your Domain" in the middle of the edit page:
Register at google apps.png

Click it and go from there!

As of before February 18th, this doesn't seem to work any more. The link in the panel is just a generic signup link. And if you didn't intentionally sign up, you may never have even gotten a link...

However, you can sneak around that. The first step is simply to make sure that you are, in fact, set up with a half-account. Go to [1] (replace domainname.com with your domain). If you get a login page, you're in luck - otherwise, you don't have an account after all. The trick is to use this 'cpanel' link, whose "Can't access your account" is actually helpful. Click it, then click the "reset admin password" link. You should be presented with a captcha, and a note along the lines of "you don't even have an administrator account yet". You can then click a link to re-send your account signup link, where you can create an admin account, which you can use to delete the Apps account or do whatever else you need to do. Whew!

I lost the password for my Google Apps administrator account!

You can contact Google Apps' tech support [2].

What happened to all my e-mail messages?!

Your old e-mail is still on our servers, actually! Switching to GMail for your domain does not automatically migrate your e-mail messages in to their system. You have a few options for how to access and even import your old messages to your new GMail account.

DreamHost WebMail

May not always work!

You can still access your old DreamHost e-mail account using our WebMail interface, just at a different address:

http://webmail.dreamhost.com

Simply enter your full email address and password and you're in! This should only be used to view your old messages, as that's all you can really do in there.

Google Email Uploader

The Google Email Uploader is an open source desktop utility for Microsoft Windows. It uploads email and contacts from desktop email programs (like Microsoft Outlook® ) into your Google Apps mailbox. It preserves information such as sent dates and sender/recipient data, as well as the folder structure used by email programs.

Google Email Uploader (Windows)

There's also a version for Mac OS X, which serve a similar purpose.

Google Email Uploader (Mac)

If you used IMAP, or folders in your WebMail with your DreamHost e-mail account, this is the best option for you! You can configure an email client such as Outlook or Outlook Express to download your mail from our e-mail servers and then import directly to your new GMail account with this tool.

For this process, you will need to grab one piece of information from your DreamHost Web Panel (https://panel.dreamhost.com). Log in and click on the "Account Status" link in the upper-right section of any page. Find "Your Email Server" and take note of the name there.

Then, when configuring your e-mail account in the e-mail software, you'll need to use the following for your Incoming Mail Server: "a1.balanced.YOUREMAILSERVER.mail.dreamhost.com" where "YOUREMAILSERVER" is the value you noted from the "Account Status" in your DreamHost Web Panel above.

For the spacey and homie clusters you must use

 spacey.mail.dreamhost.com or homie.mail.dreamhost.com

If you are on a homie subcluster (indicated by "homiemail-sub3" or similar in "Account Status") and the above hostname does not work, try

 a1.balanced.subX.homie.mail.dreamhost.com

where X is the number listed in "Account Status".

Import to GMail using POP3

GMail has a great feature which allows you to download messages from any POP3 E-mail account! This can be used as an import tool for any messages you left in your old DreamHost e-mail account.

Note that this will only work for messages in your "Inbox" folder from your old account. If you have folders created in your account that you used to access using WebMail or IMAP, you won't get all those messages with this process. You can move those messages (using the WebMail access from above) to the Inbox and they will be downloaded, though! Otherwise, see the Google Email Uploader instructions above.

For this process, you will need to grab one piece of information from your DreamHost Web Panel (https://panel.dreamhost.com). Log in and click on the "Account Status" link in the upper-right section of any page. Find "Your Email Server" and take note of the name there.

  • Log in to your GMail for your domain account
  • Click on "Settings" in the upper-right corner of the page
  • Click on the "Accounts" section
  • Under "Get mail from other accounts:" click on "Add another mail account"
  • Enter your old DreamHost e-mail address and click "Next"
  • Under "Username" enter your full DreamHost email address (like: you@example.com)
  • Enter your old DreamHost e-mail account Password
  • For "POP Server" you will need to enter "a1.balanced.YOUREMAILSERVER.mail.dreamhost.com" where "YOUREMAILSERVER" is the value you noted from the "Account Status" in your DreamHost Web Panel above.
  • For the spacey and homie clusters you must use spacey.mail.dreamhost.com or homie.mail.dreamhost.com
  • The next 4 checkboxes are all optional
  • Finally, click on "Add Account" and if you did everything correct, you should get a message that says "Your mail account has been added."
  • Select "No" for "Would you also like to be able to send mail as you@example.com?"
  • Click "Finish"

GMail will begin downloading your mail from the Inbox on the DreamHost mail server. Once you have received all the messages, you shouldn't need that account configured anymore, so you can remove it from GMail.

IMAP Import Tool

Google Apps does have an IMAP Import tool, but only for the Premier Edition of their service. The Premier Edition is a pay service, though. You can read more about this in the following article:

http://www.google.com/support/a/bin/answer.py?answer=61369

Additionally, when creating the csv file to migrate bulk user accounts, make sure that "SOURCE USERNAME" is username@example.com (where, you replace 'example.com' with your actual domain name).

Other Email Import and Backup Option

We have made a guide to explain how you can backup your email onto your computer so that it is not lost when you close the old email address service, you can read that backup guide here


We have also made a guide that explains how to import your backed up email into a newly created email address in this Uploading Email guide.


Trouble Shooting

My Custom URL stopped working

My custom URL (ie. mail.mydomain.com) worked before, I haven't changed any DNS settings for my domain, but now my custom URL just displays a 404 error.

First make sure you setup your custom URL correctly http://www.google.com/support/a/bin/answer.py?hl=en&answer=53340

Then make sure your CNAME record if setup correctly http://www.google.com/support/a/bin/answer.py?hl=en&answer=93595


If everything looks like it should be working, follow the instructions below.

  • Go to your google apps admin area >
  • click on the "service settings" drop down >
  • choose the service for which your custom URL is no longer working >
  • in the "web address" section, click on "Change URL" >
  • choose the default option (https://mail.google.com/a/mydomain.com) >
  • click "save changes" >
  • go back to the same custom URL area, set the URL to the custom URL that worked before, and save the changes

I have no idea why this works -- Dreamhost support and google support were of no help.

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Removing Google Hosting from your domain:

Perhaps you've decided you don't appreciate Google Hosting. Then to get back to "regular dreamhost hosting" just go to the domain control panel and select the blue button that reads "fully hosted with dreamhost" (more or less). you may have the opportunity to enter your ftp user name/pass before pressing the button. no worries if you don't. just fill it in and hit the button again. you'll see the lovely "success" note.

Notes