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ITeologi IT Guides

website·Indexed 31 days ago

https://iteologi.dk

A collection of IT guides and manuals focusing on Google Workspace and Microsoft 365 for nonprofits. Includes setup and administration for Gmail, Outlook, OneDrive, SharePoint, and Windows 11, as well as technical documentation for DNS configuration (SPF, DKIM, DMARC), Zotero, and Accordance Bible Software.

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What's inside ITeologi

  1. Overview of Google Groups benefits

    Google Groups provides two primary advantages for organizations:

    1. Simplified Communication: Send and receive emails to/from a group of people without managing individual addresses. Emails can be received in user inboxes or via groups.google.com (inbox delivery can be disabled).
    2. Access Management: Groups can be used to manage permissions for Shared Drives. Adding a user to a group automatically grants them access to any Shared Drive associated with that group, eliminating the need to add individuals one by one.

  2. Overview of Google Credential Provider for Windows (GCPW)

    Google Credential Provider for Windows (GCPW) allows users to log into Windows computers using their Google Workspace credentials. This eliminates the need to manually create local user accounts for every new user, as GCPW can automatically create them or link them to existing local accounts. It is compatible with Windows 11 Pro and can be installed on both new and existing computers. Note: Google Workspace for Nonprofits is not officially supported, though the solution may still work.

  3. Analyze and export Google Forms data

    Google Forms automatically generates graphs and charts based on responses for immediate analysis. For more advanced analysis, data can be exported to Google Sheets or Microsoft Excel.

  4. Benefits of Google Workspace for Nonprofits for religious organizations

    Google Workspace for Nonprofits is recommended for congregations and free churches. Compared to private Google accounts, it provides professional features including:

    • Email and shared calendars.
    • Up to 100TB of shared storage.
    • Shared Drives (Fællesdrev) for easy file access for employees and volunteers.
    • Support for up to 2,000 users.
    • Ability to use a custom organization logo to distinguish professional accounts from private ones.
    • Compliance with GDPR requirements (when configured correctly).

  5. Manage files using My Drive vs. Shared Drives

    Google Workspace provides two distinct storage areas:

    1. My Drive: A personal file system where the user owns the files. Files in My Drive are deleted when the user's account is closed unless they are transferred to another account.
    2. Shared Drives: Organizational storage where files are owned by the organization rather than an individual. Files persist even if the user who uploaded them leaves the organization. Critical organizational data should always be stored here.

  6. Manage Google Drive Shared Drive access using Google Groups

    To maintain a clear overview of permissions for Shared Drives (Fællesdrev), add users via Google Groups rather than granting direct access to individual accounts. Mixing direct access and group-based access can lead to a loss of administrative oversight over time. Note that both methods require the user to have a Google account to be granted access.

  7. Understand the difference between Google Nonprofits and Google Workspace for Nonprofits

    It is critical to distinguish between these two entities during the application process:

    • Google Nonprofits: A benefit program accessed via the Google Nonprofits page. This is the overarching program that grants access to various services.
    • Google Workspace for Nonprofits: A specific free license type for Google Workspace, managed and assigned through the Google Admin console.

    To complete the setup, you must have access to both.

  8. Monitor organization storage and CO2 footprint

    Administrators can track resource usage and environmental impact via the Reporting section:

    • General Overview (Users, storage, activity): Google Admin > Reporting > Overview
    • Detailed Storage: Google Admin > Storage
    • Carbon Footprint: Google Admin > Reporting > Carbon Footprint

  9. Add a colleague's shared calendar to your view

    To view a colleague's calendar in your Outlook overview:

    1. Open Outlook and navigate to the Calendar view.
    2. Click Add calendar (Tilføj kalender) located above your list of calendars in the left sidebar.
    3. Select Add from directory (Tilføj fra katalog) and choose the appropriate account from the dropdown.
    4. Search for the colleague's name in the search field and select them from the results.
    5. Click Add (Tilføj) to finalize.

  10. Understand DKIM basics and DNS records

    DKIM (DomainKeys Identified Mail) provides a digital signature for outgoing emails, allowing the receiving server to verify that the email is authentic and has not been altered during transit. In DNS terms, a DKIM record is typically a long TXT or CNAME record. A 'selector' (e.g., 'google', 'MS') is used as a unique prefix in the host name to tell the receiving server which specific DKIM record to look up for that provider.
    "v=DKIM1; k=rsa; p=jf049jfllxdkjdltj93450jldjlsdt+ktfasjdæadpaf+034kt+4jgkppjpjapjdoij4jlsjdfliwje09j34"

  11. Install software using WinGet

    WinGet is a built-in command-line package manager for Windows 11. It allows users to search for and install applications directly from the terminal without visiting individual websites, making it highly efficient for setting up new computers.

  12. Choose between OneDrive, SharePoint, and Teams for storage

    Depending on the collaboration needs, Microsoft provides different storage solutions:

    • OneDrive: Use for personal storage where no other users need access by default.
    • SharePoint: Best used as an intranet for internal websites, sharing news, information, and documents with the entire organization or specific departments. Files can be synchronized to a computer for offline work.
    • Teams: Recommended for smaller workgroups (typically the preferred choice for 90% of cases) for chatting and collaborating on files. It is highly functional for inviting external partners and is often sufficient for organizations with fewer than 30 people.