As educational technology (EdTech) needs evolve, school districts require a safe, compliant, and user-friendly collaboration suite. If your district wants to meet its strategic technology goals, migrating from Exchange or Office 365 to Google Workspace for Education and Gmail is a powerful move. This transition offers your stakeholders advanced security features, robust productivity tools, and a seamless user experience.
School district’s EdTech needs are continually growing, including the need for a safe, compliant, and user-friendly collaboration suite. If your district is searching for a system that will help you meet your strategic technology goals, consider migrating from Exchange and Office 365 to Google Workspace for Education and Gmail to provide your stakeholders with effective and efficient features for security and productivity.
Google Workspace for Education and Gmail offer:
- Spam Filtering & Phishing/Malware Protection: Unlike other email systems that may require third-party add-ons for enhanced security, Gmail offers customizable spam filtering and advanced phishing/malware protection out of the box. Administrators can create filters and approved sender lists, giving them control over the emails that bypass spam filters. You can also automate actions based on detected threats and customize security settings for different users or teams. For instance, suspicious content can be sent directly to Spam folders or flagged with inbox warnings.
- Content Compliance & Data Loss Prevention (DLP): Gmail includes built-in features to help school districts comply with regulatory requirements and protect sensitive data. Administrators can set up compliance rules and use DLP detectors to scan and filter messages containing sensitive information. Gmail can automatically reject, quarantine, or reroute messages based on content, ensuring that sensitive data is handled appropriately.
- eDiscovery with Google Vault: Administrators gain access to Google Vault, a powerful eDiscovery tool, when migrating to Google Workspace. Vault allows for searching, retaining, and exporting user data across Google Workspace apps, including Gmail. Authorized users can preserve data as long as necessary and apply holds on user accounts, ensuring that even deleted emails can be retrieved for legal or compliance reasons.
- Shared Mailboxes: Google Workspace allows for the creation of collaborative inboxes through Google Groups. Department heads can set up a group under a Gmail address and add staff as members, enabling easy communication within and outside the organization. For example, a single email address can reach all staff members or be for external communication with other department heads or parents.
- Cost-Effective Browser-Based Access: Google Workspace for Education is a budget-friendly alternative to Office 365, where additional payments are often required for desktop app licenses like Word and Excel. With Google Workspace, tools like Google Docs and Sheets are included at no extra cost, making it a better fit for IT budgets.
Keep Your Users Happy with Familiar Features
- Reading Pane: Gmail offers a reading pane feature that mirrors the look and feel of Microsoft Outlook. This feature allows users to keep their inbox in view while reading and replying to messages. Depending on user preference, the pane can be split vertically or horizontally.
- Tasks & Google Keep: Users relying on Outlook's task management features can easily transition to Google Workspace's task management tools. Google Tasks enables personal to-do lists and recurring tasks, while Google Keep offers collaborative notes and lists that sync across devices.
- Scheduled Emails: Gmail's scheduled email feature allows users to write emails and set them to send later, enhancing productivity. This feature is handy for educators who want to time their communication with parents and students for optimal engagement.
- Contact Groups: Outlook's personal distribution lists migrate seamlessly into Google Contacts as Labels, maintaining the same functionality. This allows for streamlined communication with groups, such as guidance counselors emailing all 12th-grade students about transcript requests.
- Labels for Organization: Gmail offers a flexible labeling system with more organization options than traditional email folders. Users can apply multiple labels to a single email, making categorizing and locating messages easier.
Google Workspace for Education: A Comprehensive Solution
Google Workspace for Education offers all the tools and features school districts need to build a robust digital infrastructure. With Gmail, administrators, teachers, and students can rely on a secure, productive, and efficient email service.
Considering a DIY migration or unsure if it's right for you? Download our Migration Gotchas checklist for insights on what to avoid when migrating to Gmail.
CDW Amplified for Education can assist with migrating from your current platform to Gmail. If you're moving from Microsoft, refer to our detailed guide. For personalized support, connect with an account manager by filling out this form to start working with our team of migration experts.
| Document Version | Date | Description of Change |
| 1.0 | 3/18/2024 | Updated links away from AIT legacy site |
| 1.1 | 5/28/2024 | Removed author block |
| 1.2 | 8/28/2024 | Rewrote, reverify |