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We've received a request from one unit within the university (fewer than 20 people) to find a way for them to use Gmail exclusively for their email services, but within our @scu.edu address space. That is, they want all email sent to specialperson@scu.edu, whether from on- or off-campus, including campus mailing lists (MailMan), to go to a Gmail account transparently, and for all messages sent from that Gmail account to be perceived as coming from specialperson@scu.edu by recipients both on- and off-campus.
 
We can figure out how to do this by adding a sub-domain (specialperson@specialpeople.scu.edu) but that's not acceptable to the unit. The unit states that problems with our email system are causing them to lose external donations in amounts that exceed six figures annually, so there's some administrative interest in solving this problem for them.
 
I'd be most happy to have a conversation off-list with anyone who has done something similar about how you did it.
 
Ron Danielson
Vice Provost and CIO
 
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Comments

Message from jbest@theseattleschool.edu

I think you only option is to use a combo of email redirection, subdomain, domain aliases and catch-all alternate destinations.  I would be happy to speak with you over the phone to explore further.  

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Jason Best
Director of Media and IT at The Seattle School of Theology & Psychology
jbest@theseattleschool.edu |206.876.6111 | theseattleschool.edu
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Ron, We have done something similar by providing an "email address for life" for our alumni where the actually service is Gmail, Hotmail, or others. I would be glad to setup a phone conversation with our network staff who have created the system. Gary Roberts Director of ITS Alfred University From: Jason Best > Reply-To: The EDUCAUSE CIO Constituent Group Listserv > Date: Tue, 13 Sep 2011 21:10:59 -0700 To: > Subject: Re: [CIO] providing Gmail to small segments of an institution's population I think you only option is to use a combo of email redirection, subdomain, domain aliases and catch-all alternate destinations. I would be happy to speak with you over the phone to explore further. ------------------------------------------------------------------------------------------- Jason Best Director of Media and IT at The Seattle School of Theology & Psychology jbest@theseattleschool.edu |206.876.6111 | theseattleschool.edu -------------------------------------------------------------------------------------------
We have been operating in this kind of split role for a year and a half, never changing an email address. We moved students together, and then we had an expanding population of faculty and staff first through pilot phases and then in full adoption.

Our sysadmin shared this as a way of handling subgroups:

For this to work, Google Apps for Education needs to be set up in "dual delivery" mode. This is actually the option recommended by Google. Here are the rough steps that need to be taken:


Basically, the MX record for scu.edu will not be changed. A secondary behind-the-scenes domain alias will need to be created (e.g. g.scu.edu). The MX records for g.scu.edu will be pointing to the Google servers. Somewhere in your current mail system you need to specify that email addressed to specialperson@scu.edu must to be delivered to  specialperson@g.scu.edu (this can be done by means of an alias or forward, for example). In this way, email will be delivered to the SCU Google Mail Inbox of specialperson@scu.edu (where scu.edu is the primary domain in Google Apps).

The following link can also be useful:.

We will be happy to discuss.

Rick

Message from jrussell@uindy.edu

Ron, We too would be interested in how you handle the email for life via gmail, etc. Jeff CIO University of Indianapolis ----- Original Message ----- From: "Gary O Roberts" To: CIO@LISTSERV.EDUCAUSE.EDU Sent: Wednesday, September 14, 2011 9:34:13 AM Subject: Re: [CIO] providing Gmail to small segments of an institution's population Ron, We have done something similar by providing an "email address for life" for our alumni where the actually service is Gmail, Hotmail, or others. I would be glad to setup a phone conversation with our network staff who have created the system. Gary Roberts Director of ITS Alfred University From: Jason Best > Reply-To: The EDUCAUSE CIO Constituent Group Listserv > Date: Tue, 13 Sep 2011 21:10:59 -0700 To: > Subject: Re: [CIO] providing Gmail to small segments of an institution's population I think you only option is to use a combo of email redirection, subdomain, domain aliases and catch-all alternate destinations. I would be happy to speak with you over the phone to explore further. ------------------------------------------------------------------------------------------- Jason Best Director of Media and IT at The Seattle School of Theology & Psychology jbest@theseattleschool.edu |206.876.6111 | theseattleschool.edu -------------------------------------------------------------------------------------------
Message from kyle.johnson@sunyit.edu

If I'm reading the original post correctly, the concern from the user perspective is that the current mail system is losing or delaying too much of their email.  It seems then that any solution that depends on the current mail system to route things isn't going to solve that.  Google provides a potential solution for this if you are willing to have all your off-campus email route through Google before it gets to your mail server.  We did this at my previous institution while we were transitioning to Google Apps.

Basically you setup Google Apps for EDU and then tell it to route any mail for an unknown user to your email server.  Then you change your MX record to point to Google.  Once you confirm that all mail is flowing from Google to your mail servers, then you add accounts for the people in question.  Once the account is created their mail stops at Google and never gets to your mail system.  There is a last step needed to route email from your internal system to those few people in Google, but I don't remember off-hand exactly how we did it.  I know we did though, so it is possible.

Now whether you want to do all this is another question all together...  '-)

/kyle
schedule a meeting with me: http://meetwith.me/kylejohnson
---
Kyle Johnson : Associate Provost for Information & Learning Resources
SUNY Institute of Technology : L112 Cayan Library
kyle.johnson@sunyit.edu : 315.792.7193 (w) : 315.792.7517 (f)
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Cylons. Why debugging matters.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Thanks, Gary. I'll pass this on to my technical folks and we may be in touch. Ron >>> "Roberts, Gary O" 9/14/2011 6:34 AM >>> Ron, We have done something similar by providing an "email address for life" for our alumni where the actually service is Gmail, Hotmail, or others. I would be glad to setup a phone conversation with our network staff who have created the system. Gary Roberts Director of ITS Alfred University From: Jason Best > Reply-To: The EDUCAUSE CIO Constituent Group Listserv > Date: Tue, 13 Sep 2011 21:10:59 -0700 To: > Subject: Re: [CIO] providing Gmail to small segments of an institution's population I think you only option is to use a combo of email redirection, subdomain, domain aliases and catch-all alternate destinations. I would be happy to speak with you over the phone to explore further. ------------------------------------------------------------------------------------------- Jason Best Director of Media and IT at The Seattle School of Theology & Psychology jbest@theseattleschool.edu |206.876.6111 | theseattleschool.edu -------------------------------------------------------------------------------------------
Thanks Rick. My technical staff have been through those options and see problems for all of them in our specific environment. I'll pass this on and perhaps we'll be back in touch to set up direct communication with your sysadmin. Ron >>> "Matthews, Rick" 9/14/2011 6:53 AM >>> We have been operating in this kind of split role for a year and a half, never changing an email address. We moved students together, and then we had an expanding population of faculty and staff first through pilot phases and then in full adoption. Our sysadmin shared this as a way of handling subgroups: For this to work, Google Apps for Education needs to be set up in "dual delivery" mode. This is actually the option recommended by Google. Here are the *rough* steps that need to be taken: http://www.google.com/support/a/bin/answer.py?answer=178332 Basically, the MX record for scu.edu will not be changed. A secondary behind-the-scenes domain alias will need to be created (e.g. g.scu.edu). The MX records for g.scu.edu will be pointing to the Google servers. Somewhere in your current mail system you need to specify that email addressed to specialperson@scu.edu must to be delivered to specialperson@g.scu.edu (this can be done by means of an alias or forward, for example). In this way, email will be delivered to the SCU Google Mail Inbox of specialperson@scu.edu (where scu.edu is the primary domain in Google Apps). The following link can also be useful:. http://www.google.com/support/enterprise/static/gapps/docs/admin/en/gapp... We will be happy to discuss. Rick
Glad to help.  Our sysadmins will be happy to discuss if need be.

Rick

I don't want to play the role of Captain Obvious here, but have you exhausted all resources in trying to find out why they are losing email on the current system? Seems to me if it is confirmed that they are losing that much mail then certainly other users are losing mail too. And then the problem may be much larger than one department. If you cannot resolve that issue with your current email system perhaps you need to consider a whole new solution for everyone? I don't know your situation, but a special solution for a special department smacks of applying a band-aid when a tourniquet may be needed.
 
Rick DeVries
Calvin College


>>> Ronald Danielson <RDanielson@SCU.EDU> 9/13/2011 8:57 PM >>>
 
We've received a request from one unit within the university (fewer than 20 people) to find a way for them to use Gmail exclusively for their email services, but within our @scu.edu address space. That is, they want all email sent to specialperson@scu.edu, whether from on- or off-campus, including campus mailing lists (MailMan), to go to a Gmail account transparently, and for all messages sent from that Gmail account to be perceived as coming from specialperson@scu.edu by recipients both on- and off-campus.
 
We can figure out how to do this by adding a sub-domain (specialperson@specialpeople.scu.edu) but that's not acceptable to the unit. The unit states that problems with our email system are causing them to lose external donations in amounts that exceed six figures annually, so there's some administrative interest in solving this problem for them.
 
I'd be most happy to have a conversation off-list with anyone who has done something similar about how you did it.
 
Ron Danielson
Vice Provost and CIO
 
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.