Google Suite – Emergency delete email

If you are a Google Suite school, you have no doubt had an instance where someone (staff or student) sent an email to everyone in the system and you’ve been asked to delete it from everyone’s mailbox. Back when we had Microsoft Exchange, it was a simple task to delete the offending message and yank it from everyone’s mailboxes even if they had read it. Working in Google’s ecosystem makes things slightly more difficult but it can still be done.

First, you need to have Vault enabled for your users.

vault_logo_trans

Now, we will create a retention rule to filter out just the messages we want to delete. In the “Conditions” section, you can narrow your search by sent date, and terms. The terms search will allow you to search by message id, username, and various other fields.  (Check this link for more search operators. https://support.google.com/vault/answer/2474474)

In the graphic below, I have created a search that will pull e-mails with a sent date of November 3, 2016 with a subject of “yoursubjectgoeshere” and from username@yourdomain.com.

screen-shot-2016-11-03-at-10-52-21-am

Change the duration for your retention rule to be 1 day from when the message was sent, and “Expunge all messages which includes messages that are in users’ inboxes and messages that have already been deleted” to match the graphic below.

screen-shot-2016-11-03-at-10-52-34-am

Before you click Continue, make sure to preview your results. After you click continue you will get a warning about deleting messages from mailboxes and the fact that they will be gone forever.

Google Support advised me that it could take up to 48 hours to remove all messages, but will likely be much faster. They did mention that there is another way to do this task, but it involves third party solutions and using the API interface. By the time we got it up and running, the Vault retention rule likely would have removed the messages anyway.

Here is Google’s link to creating custom Vault retention rules.

https://support.google.com/vault/answer/2535539?hl=en

Chromebook ready for the enterprise? Not so fast.

Google has just announced the latest Chromebook by Samsung and it’s being touted as ready for enterprise.

http://www.zdnet.com/the-google-chromebook-suddenly-is-an-enterprise-contender-7000006018/

I’m not so sure that Chromebooks are really ready for the enterprise. In an ideal world (for Chromebooks)  every enterprise applications would run in a browser.  I can think of plenty of applications that don’t run in a browser,  let alone in Chrome.  What about the need to RDP into a server?

Earlier this week I attended the ISTE Leadership Forum in Indianapolis.  I debated on taking my first generation Chromebook but ultimately decided to leave it at home.  There were just too many things that I felt wouldn’t work well unless I had access to an Internet connection all the time.  There is little to no offline use for a Chromebook.

So before schools start jumping into a 1:1 program with $249 Chromebooks,  make sure it meets your EDUCATIONAL needs.

Daily walkthroughs with Google Apps and the iPad

I have to give Chris Lehmann credit for this post. I was thinking of ways that our High School Directors could incorporate their iPads into their daily walkthroughs. Chris took what I was thinking of a step further. Here is the post:

http://practicaltheory.org/serendipity/index.php?/archives/1261-Daily-Walkthroughs-with-GoogleApps-and-the-iPad.html

While you are there, Chirs has some other great posts on his blog!