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How Managed Apple IDs can support your school’s iPad deployment

Learn all about Managed Apple IDs, their benefits for educational institutions, and how to create them for students and teachers


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One of the biggest questions schools have when deploying iPads is about creating Apple IDs for students, teachers, and staff. This is a key concern, because many tools and resources are available through the use of a Managed Apple ID, including: configuring Shared iPads, synchronizing users’ data in the iCloud account, installing applications that will be used during school activities, and downloading books and apps automatically using VPP licenses.

With the iOS 9.3 launched in 2016, Apple made possible for school admins to create Managed Apple IDs using the Apple School Manager portal. With ASM, educational institutions can create Managed Apple IDs in bulk for their students, teachers, and staff.

Read on to learn more about Managed Apple IDs – what they are, why they will help you manage iPads and deliver content to students and teachers, and how to create them in a couple of minutes.

What is a Managed Apple ID?

A Managed Apple ID is a special type of Apple ID that has been created to meet the needs of educational institutions when deploying and managing iPads. They work like customized Apple accounts for education, allowing school admins to set up restrictions and configurations that will support them in daily management and keep students’ data safe.

There are some relevant differences between Managed Apple IDs and regular Apple IDs, like the terms and conditions of each one. The Managed Apple ID conditions include terms that satisfy the needs of school admins when managing iPads in educational environments, such as protecting school data, allowing device management at a deep level, and delivering apps and books to students’ and teachers’ devices in the easiest way.

What are the benefits of using Managed Apple IDs in a school or district?

As we already explained, Managed Apple IDs bring more data security to schools by creating an Apple account that will be used by the student for educational purposes only. The Managed Apple ID is unique and separate from any other Apple ID that you’ve created for yourself or your students. And, unlike personal Apple IDs, the IT administrator manages the services that your Managed Apple ID can access.

That`s why the Managed Apple ID allows administrators to restrict the use of some tools and iOS features – a task that is more complex to do in bulk using a regular Apple ID.

Streamlining content distribution is definitely the greatest benefit of using Managed Apple IDs. The administrators can easily assign VPP licenses using an MDM software solution, and the apps and iBooks will be downloaded on the device without the need of user interaction. Managed Apple IDs are especially useful when distributing iBooks through the Volume Purchase Program (VPP), as this type of content delivery is only user-based.

In addition, some iOS features are disabled when logging into a device using a Managed Apple ID. For example, students will not have the permission to purchase apps and/or books directly in the App Store, iTunes, and/or iBooks Stores.

Another main reason why schools create Managed Apple IDs for students is because deploying Apple Shared iPads has some requirements – including Supervised iPads, devices enrolled in DEP, and Managed Apple IDs.

Other features available for Managed Apple ID include access to iCloud services such as iCloud Drive, Photos, Safari, Notes, Reminders, and Backup. It`s also possible to disable features like Find My Friends, Search for my iPhone, the iCloud email, and other native settings.

Using Managed Apple ID, administrators can also enroll users to school courses in iTunes U, and teachers and students with Managed Apple ID created within the same ASM account can work collaboratively with the iWork apps. In addition, teachers can reset their student`s Managed Apple ID password through the Classroom App.

How to create Managed Apple IDs using Apple School Manager

To create Managed Apple IDs for students, teachers, and staff, you need to access your Apple School Manager account. If you don`t have one, read our Apple Deployment Program 101 for tips to open an account.

Then, start by organizing the data structure you will create for the Managed Apple IDs. It`s highly recommended to create it using the following guidelines:

I. A unique user name to the left of the ampersand (@)

You can use information from the user’s Student Information System (SIS) account, such as an email address or other account name, as the unique user name. You can also create a unique user name from their names, initials, or ID numbers. If two users end up with the same user name, Apple School Manager will add a number to differentiate them. For example, scottmiller1@ would be the unique username.

II. Text immediately to the right of the @ sign

Apple recommends using “appleid” as the text for all accounts. For example, scottmiller1@appleid would be the beginning of the full Managed Apple ID.

III. The domain of your school

For example, a fully complete Managed Apple ID would be scottmiller1@appleid.myschool.edu. Be sure you use the same formula for all Managed Apple IDs in your school.

Please note: A Managed Apple ID should be different from a user’s personal email address to help avoid confusion.

Is it possible to create Managed Apple IDs from existing email addresses?

Managed Apple IDs don’t have to be the same as user email addresses. If everybody in your school has an email address and those addresses have never been used for the Device Enrollment Program, Volume Purchase Program, Apple ID for Students, or personal iTunes or iCloud accounts, then you can choose to create Managed Apple IDs using those email addresses.

Please note: If you choose to use existing email addresses for Managed Apple IDs, the user will have to remember two passcodes: the original one associated with their email address, and the one associated with their Managed Apple ID.

Step-by-Step: How to create Managed Apple IDs

You can also edit the default Managed Apple ID formats within the Settings for your Location in the Apple School Manager. If you need to edit the Managed Apple ID format, refer to Apple Support.

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