Labels: gmail, google, google apps, iphone

Labels: email, gmail, google, google apps

As many of you know, I made the decision several months ago to switch to a totally web-based email system. Of course my preference was Google's Gmail so naturally I went with Google Apps for my domain.

6 months later - I don't regret it at all.

There are just too many advantages to name them all, but let me list a few:

• All my email - everywhere. I have migrated email dating back to 2004 up to Google's servers. This means I can search my archives anywhere I have a connection.
• Searching using the power of Google - Lets just say that searching with other email systems is silly compared to Google's. I can find anything I need quickly and efficiently.
• Labels - only when needed. Rather than put 1 email in 1 folder (traditional way), you can put multiple labels on the same email. Efficient and just works.
• Unbelievably powerful filtering for dealing with email.
• SPAM filtering that is top-notch.
  
• Integrated calendar, RTM Tasks, Chat w/ SMS, Google Docs - shall I go on?
• Ability to easily backup my email using a local client (Thunderbird) or one of several apps such as Gmail Backup.
• Easily export or import contacts.
• IMAP and POP support if needed (for backup, etc).
• Persistent SSL connections now.
  

So far these are the only disadvantages I've found.

• No offline email unless I have a current backup in Thunderbird. Not really a big deal though.
• Attachments are 1 at a time. That can be a pain - but I can always use Thunderbird with IMAP for multiple attachments if needed.

Once you start using Google (Gmail or Google Apps), there is really no turning back. Yes, the interface is simple looking - but that is part of its beauty.

What if Google fails or has an issue?
I periodically backup my email locally and those are backed up online. There have only been a few times that Google has had problems. Compared to previous issues with ISP's, etc, Google comes out a winner again.

Labels: email, gmail, google apps

As taken from a recent email conversation with a customer:

There are several issues that can cause internet connectivity issues. If Verizon says that their service is running smoothly, then typically they are correct - although I have seen cases where the ISP states that nothing is wrong with their service and there really is an issue.

As I'm sure you are aware, any downtime in your ability to use the Internet leads to productivity loss and costs you money. It would be well worth your time to contract with me to straighten out your network. For instance, when we first met you were having issues with Outlook Express - and the problem was that you had well over 13,000 emails in your inbox causing OE to choke.

One other very important point to remember is that you really should have a backup system in place. If your pc's go down, you risk losing your data which is far more important than the hardware itself.

http://www.smartergeek.com/blog/2008/07/importance-of-backups.asp

Here are some possible things causing your issue:


SPAMMers don't have warehouses full of computers. They use exploited PC's - zombies - to send out the spam. That is part of why it is so profitable.

Problem: Zombies are uploading/downloading on your network consuming your bandwidth and causing you to think your Internet service is down.

Resolution: All pc's on your network should be thoroughly checked out, possibly re-imaged, and practices put in place to avoid the problem in the future.

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Email and Spam
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This issue is closely related to "Zombies". Your users receive an inordinate amount of email and much of it is spam. This consumes bandwidth and can cause what appear to be "temporary outages" in your Internet connection.

Problem: Too much inbound spam.

Resolution: Migrate to Google's email service as recommended several times.

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Users abusing Network
-----------------

This happens much more frequently now. Users tend to want to view MySpace.com or Youtube.com on company time and using up company resources. Video and audio consumes a lot of bandwidth, which can cripple your legitimate traffic.

Resolution: Setup a system to restrict certain domains and websites plus enforce a company policy that prohibits such usage.

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Hardware Issues
--------------------

Hardware can begin to intermittently fail. There is always a possibility that your router or modem is occasionally having an issue.

Resolution: Replace faulty hardware.

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Additional Resources
-------------

http://www.smartergeek.com/blog/2008/07/why-did-i-get-infected-in-first-place.asp

http://www.smartergeek.com/blog/2008/03/layered-security-basics.asp

http://www.smartergeek.com/blog/2008/02/spam-and-phising-example.asp

http://www.smartergeek.com/blog/2008/06/backing-up-your-system.asp

http://www.smartergeek.com/blog/2008/01/simple-rules-for-your-computing.asp

http://www.smartergeek.com/blog/2008/01/virus-lessons-101-revisted.asp

http://www.smartergeek.com/blog/2008/01/smartergeek-newsletter-1-5-2008.asp

Labels: backup, google apps, rule #1, spam, zombies

When Gmail first came out I started using it as an address for message board registrations and things like that. Since I've owned my own domains since about 1999, I've always used them for my primary email. My old method of backup was to use Outlook or Outlook Express and finally Thunderbird for POP3. Periodically, I would backup the appropriate files for those applications.

The problems with that were several. First, I have a LOT of email. As the Outlook .pst file or the Thunderbird files began to grow in size, performance suffered. If I "archived" email to a CD/DVD and then removed old ones from Outlook or Thunderbird, searching archives meant restoring them, searching, then cleaning up again.

A couple of years ago, Google released a service called Google Apps for your Domain. Among other things, it allows you to use Google's GMail "engine" to handle the email for your domains. You have the advantage of basically unlimited storage, alternate port usage (SSL and TLS) which comes in handy for ISP port 25 filtering, web access, POP3 access, and more recently IMAP support. One of the cool things is that even if you use POP3 access, Google Apps archives a copy of your received and sent email. This means you can access all of your email from your browser, its very searchable through your browser, and it provides a great backup solution!

The Trust Issue

Several people have commented about "trusting Google" with your email. Well, here is the reality check. Trust is a relative thing. We trust that MS's software (Windows, Outlook, OE, etc) is not doing anything behind our back. We trust that our ISP handles our information correctly, but that has proven to be a shaky deal lately.

Most of those same people "trust their ISP" with their email or another 3rd party email service. In my opinion, I trust Gooogle far more than anyone else.

ATT/Bellsouth, Verizon, and a host of other service providers have given me far more reasons to distrust them than Google.

One other thing to mention about "trust" is that at least Google gives you all the mechanisms to move your email away from Google should you choose. By providing contact import/export, POP3 access, and IMAP support, you have full control of your mail. In contrast, Yahoo requires a premium subscription for export and POP3 access, most of the major ISP's such as ATT/Bellsouth don't provide any contact export, and POP3 access only helps retrives your received email - not your sent email.

I migrated my email service over a year ago and have been very pleased with it. I have email dating back to 2004 stored online and have plans to push email archives dating back to 2002. Many of my clients are now migrated to the service and love it.

Web Access or Local Application

As the line continues to blur between web-based applications and local applications (software on your computer), it gets more difficult to recommend which is best. About 2 months ago, I made the decision to go 99% web-based email. This means I use my browser (Firefox) for my email. The advantages are many, but mainly it gives me access to my email anywhere I have a connection. Plus I don't have to worry about contact synchronization.

There are a few disadvantages though:

• Must have a connection to read any of your email.
• Adding attachments is not as easy as drag/drop for multiple attachments.

This is one of those things that you just have to try both and see which works best for your situation and tastes. Now I said "99%" of my email. If I have an email that I need to attach several files, then I will use Thunderbird with IMAP. This gives me an easy way to attach multiple files quickly and easily.

Following Rule #1

Rule #1: You are only as good as the last successful backup from which you can recover.

As much as I trust Google, ultimately I trust myself more than anyone. Periodically (about once every 2 months), I POP3 down all of my received email and IMAP a copy of all of my sent email to local Thunderbird files. Then I export a copy of my contacts to CSV. Then I backup email adn contacts to DVD.

If something does happen to Google's service, at least I have a local copy.

References:

What is EFF's Lawsuit Against AT&T About?
http://w2.eff.org/legal/cases/att/faq.php#1

Google Apps for your Domain
http://www.google.com/a

Backing up your System
http://www.smartergeek.com/blog/2008/06/backing-up-your-system.asp

You like Yellow Dots from your Printer?
http://www.smartergeek.com/blog/2008/02/you-like-yellow-dots-from-your-printer.asp

AT&T and Other ISPs May Be Getting Ready to Filter - Bits - Technology - New York Times Blog
http://www.smartergeek.com/blog/2008/01/at-and-other-isps-may-be-getting-ready.asp

Labels: backup, gmail, google apps