Mobile Management Deployment Guide for Google Apps
Google Apps Mobile Management
*Available only for Google Apps for Business, Education, and Government.
What problems does this solve?
Using mobile phones is a great way to stay productive while on the go. However, this raises the issues
of securing company data that is stored on the phone and how to respond when a device is lost or stolen.
Google Apps Mobile Management addresses these very topics by creating policies that can require phones to
have a passcode with customizable parameters such as length, complexity, and expirations, or forcing the
phone to store the data in an encrypted format. Additionally, lost phones can be located by the user using GPS
information via a web browser. If the phone is deemed permanently lost, or stolen admins will be able to wipe
the account from the device, or wipe the device completely. Protectingany sensitive company information that
was on the device.
Google Apps Mobile Management lets administrators enforce device policies over their mobile fleet,
either as a whole domain, or as organizational units that can have unique security settings. All of these
features are available using their Google Admin console, without the need for an on premise device
management server. This is a great way to manage your employees’ Android, Apple, Blackberry and Windows
Phones that sync data with Google.
Bi101 is available to demonstrate this functionality and showcase the value that comes from mobile device
We advise that you set this up for a test org before running on entire organization. Please see these
instructions for adding an org.
How to Configure Mobile Management
1. Sign-in to the Google Admin Console.
2. Do one of the following:
a. In the classic Admin console, click Settings > Mobile > Org Settings.
b. In the new Admin console, click Google Apps > Mobile > Device management settings.
3. Set the mobile settings you want to enforce for your entire organization or for each organizational unit.
For a simple setup, without the need for many device restrictions, simply enable Android Sync and
Google Sync for users and proceed to Step 6.
4. If your organization enforces rigorous device policies such as these found below, you will need to go
through an advanced setup by completing Step 5.
a. Require users to set passwords on their devices and automatically lock their device if it's been
idle for a period of time.
b. Require users to have their devices approved by an administrator before being able to access
their Google Apps data from their device.
c. Be able to remotely wipe your users' device if they lose it.
d. Set different types of mobile policies for different organizational units. For example, you may
want to require employees in Finance and Accounting to have encrypted devices whereas you
could set different security policies for general employees.
e. Audit applications users have installed on their Android devices that access Google Apps data.
Export information about how many of your users are using Android and Google Sync devices
in a spreadsheet.
5. The Advanced Setup will allow you to configure password and encryption settings, as well as the ability
to require device activation and users to wipe their own device remotely. Click Here to learn more about
6. Now that you have configured your policies, send your users an email using this email template to
inform them about the device policies you're going to enforce and to instruct Android users to download
the Device Policy app.
Devices can now be synced to users' Google Apps accounts.* you can revoke or block devices at any time.
You can also view and export user device information on the Devices tab.
*Note: If you've selected Enable device activation, devices that register after activation is enabled will
need to be approved before they can start syncing with your domain.
End Users - Android
Why useGoogle Apps for Android?
Instructions below are for users with a Nexus or Google Play edition device running Android 4.2 or
higher. If you're using a different device, your setup instructions may vary.
1. Touch the Settings>Add account>Google to add your Google Apps account.
2. Select Existing and enter your full Google Apps email address as your username and your password.
3. Touch OK to agree to the Terms of Service. The device will sign in to your domain. This process may
take a few minutes.
4. You may be presented with additional steps giving you the option to join Google+, opt in to Google Play
communications, or set up a credit card to purchase Google Play media. You can choose to set these
up or touch not now.
5. After completing these steps, you should see Account sign-in successful. You can choose which
services you want to sync to the device.
That's it! You can now use Google Apps from your Android. Just launch Gmail, Google Calendar, or whichever
app you want to use. For further instructions on syncing with Androids, Click Here.
End Users - IOS
Why useGoogle Apps for IOS?
Follow the steps below to setup Google Sync on your iPhone, iPad, or iPod Touch.
1. Open Settings.
2. Touch Mail, Contacts, Calendars.
3. Touch Add Account.
4. Select Microsoft Exchange.
5. In the Email field, enter your Google Apps email address.
6. Enter your Google Apps password as the Password.
7. When the Server field appears, enterm.google.com.
8. Leave the Domain field blank.
9. Re-Enter your Google Apps email address in the Username field.
10. Tapnext at the top of your screen.
11. Select the Google Apps services (Mail, Calendar, and Contacts) you wish to sync.
That's it! You can now access Google Apps from your iPhone. If you have Push enabled on the phone,
synchronization starts automatically. You can also just open the Mail, Calendar or Contacts app and wait a few
seconds to start a sync. For more information on how to enable on the features of Mail, Calendar, and
Contacts on your iPhone, Click Here.
End Users - BlackBerry
Note: While setup instructions are provided below, Gmail IMAP access is not officially supported for
BlackBerry devices at this time.
To set up the BlackBerry's email client with Gmail (IMAP), just follow these steps:
1. On your BlackBerry device, navigate to your home screen
2. Select the icon that lets you set up email (this can be called Setup, Setup Wizard, Email Setup,
BlackBerry Set-up,E-mail settings, or Personal Email Set-up)
3. Follow the setup instructions provided on your device
If setup is successful, you should receive a confirmation message and a new mailbox icon should appear on
your device's home screen, labeled with your Gmail address.
If you encounter a problem during setup, please make sure you have enabled IMAP in your main Gmail
BlackBerry® Enterprise Server customers: If your company has a BlackBerry® Enterprise Server, follow these
instructions to sync your BlackBerry's mail, calendar, and contact apps with your Google Apps account (applies
only if your organization is using Google Apps Connector for BlackBerry® Enterprise Server).
End Users - Windows
Using Native Windows Phone apps
Set up your Windows Phone or Windows Mobile device with Google Sync to access your Google
Apps mail, contacts and calendars using your phone's native applications (requires that your
Google Apps administrator enables Google Sync for your domain).
On your phone, go to Settings > Email + accounts > Add an account.
Tap advanced setup, enter your account email address and password, and then tap next.
Tap Exchange ActiveSync.
Enter the rest of the info for your account:
○ Under Domain, enter the last part of the email address for this account—for example, if the
email address is firstname.lastname@example.org, enter contoso.com.
Under Server, enter m.google.com.
5. Tap Sign in.
Using Your Phone's Mobile browser
You can access many other Google products from a mobile browser. In most cases, you can just go to
m.google.com in your phone's browser, touch the product you want to use, and sign in to your Google Apps
account. For details, see using any smartphone's mobile browser.
Hangouts via Mobile
If your users are getting the following error when trying to do a hangout from mobile device:
Hangouts has not been enabled for your account. Please contact your administrator to enable this service.
In order to enable the new hangouts feature for Google Apps administrators, the administrator will need to visit
their domain admin panel (google.com/a/example.com) and login as an administrator.
Once there it is simply a matter of flicking the right switches.
OLD UI: Visit Settings -> Talk -> Org Settings and then ‘enable the new Hangouts for messaging and video
NEW UI: Visit Google Apps Icon-> Settings for Talk/Hangouts and then ‘enable the new Hangouts for
messaging and video calls.