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Google Apps


This page contains the notes for our Google Apps training. The notes are not complete and are not intended to be a self-contained training for Google Apps. They serve as a reminder of what was said during our training sessions.

Additional training is provided at Google Apps Learning Center: learn.googleapps.com.

Google Apps for New Users introductory video with live demo: http://www.youtube.com/watch?v=R7dHoumPoUg&feature=youtu.be.

Google Apps cheat sheet on all the products and features demonstrated in the above video:


General 

Log on

  • https://mail.google.com/a/yourdomain.com
  • mail.yourdomain.com (may take some time to be activated)
  • calendar.yourdomain.com (may take some time to be activated)

Security

  • It is better to ask the browser not to remember your password. This way if someone gains access to your computer, they can not get access to your information. Only save passwords on private computers which are protected with other passwords.
  • When working on other PCs, e.g. in hotels, Internet cafes, etc. you have to make sure your password is not left behind. Download and install Google Chrome, go to "Customize and control Google Chrome" (top, right) and open "New incognito window". Before leaving the computer, go to "Customize and control Google Chrome" (top, right), Settings, Show advanced settings... (bottom), Passwords and forms, Manage saved passwords and make sure that no passwords were saved (do Remove All)
  • Change your password (Picture at top right, Account, Security, Password)

Help

  • Help is always available on Settings (Gear icon) top, right. This is true for every Google App you use (Email, Calendar, Contacts, Drive)

Arrange workspace

  • Open all the applications you need to use on different tabs (e.g. Calendar, Contacts, Mail, Drive)
  • You can ask your browser to reopen the pages that were opened last

Email

Settings

Gear Tool, Mail Settings (top, right) can help you to
  • make view more compact
  • change display language (General)
  • define your signature (General)
  • Conversation View: on/off (General)
  • Desktop Notifications: Click to enable (General)
  • Button labels: Icons/Text (General)
  • chose the folders you see on the left (Labels: suggested you enable Sent Mail, Star, Drafts, All Mail, Spam, Bin) 
  • add specific functionality (Labs: recommend Preview Pane)

Compose Mail

  • New email shortcut: "c"
  • When in To, Cc, Bcc, start writing the email, name or surname of addressee to get drop down menu of your more frequent options
  • Attach one or multiple files (drag and drop from desktop on latest browsers)
  • Spell check
  • Format text
  • Change subject on reply
  • Request "read receipt"

Inbox

  • When you log in you see your Inbox
  • Use Preview Pane
  • You can reply to an email, archive it, delete it, label it (drag and drop) or categorise it as spam
  • Recommended to archive your email and only leave messages that need action on in your inbox
  • You can use drag and drop
  • Quick browse of one email after the other (Newer "k" /Older "j")
  • Options on the right of each message (drop down)

Search

  • The most powerful feature of your email
  • Use Search Mail or Show search options
  • Search is so powerful that it is possible to stop putting emails in folders

Other features

  • Conversation view is highly recommended, but you can disable it. When in conversation view, you can still reply, forward, delete, print, etc. individual messages.
  • Storage capacity (stop deleting old messages). However, it is better to throw away things like daily newsletters, jokes, etc.
  • Last account activity
  • Control spam
  • Block viruses

Mass email campaigns

  • Do not send email campaigns to large lists using your Google Apps account
  • Regardless of whether it is a legitimate list you ran the risk of categorising you domain as a spam domain and create problems for everybody. Your own account may get locked out and you may loose all your data.
  • If you need to send email campaigns use specialised services, or ask for support

Calendar

Settings

  • Language
  • Time zone
  • Time format
  • Mobile set up (get free SMS reminders from Google)
  • Multiple calendars, or calendar management 

Views and shortcuts

  • Day "1"
  • Week "2"
  • Month "3"
  • Custom "4"
  • Agenda "5"
  • Move forward: "j"
  • Move backward: "k"
  • Today: "t"

Create event

  • What, where, when, repeats
  • Reminders (popup, email, SMS)
  • Guests
  • Attachments
  • Google+ hangout (Guests can press a button on event details to join)
  • Privacy

Quick add

(Quick add only works in English)
  • Adds events using natural language
  • Check if the event was added correctly

Add directly on calendar

  • Place your mouse and drag
  • Modify by pulling event, and drag and drop

Multiple calendars

  • Add many calendars
  • Share each calendar with other users
  • Create calendars for shared resources like conference rooms, etc.
  • Display one calendar at a time, or multiple calendars at the same time

Search

  • Powerful search, also searches inside description

Contacts

New contact

  • Multiple emails, websites, telephones, address
  • Nick names
  • Persons

Groups

  • A contact can belong to many groups
  • You can export/import contacts from/to a group
  • You can send email to a group
  • You can share documents and sites with a group

Search

  • Searches all text in the contact
  • Prioritises search results by frequency of use

Import / Export

  • Use this to consolidate contacts from Outlook and mobile phone
  • If you already have contacts in Google Apps and you want to bring in the contacts from your mobile phone:
    1. Export Google Apps contacts
    2. Synchronise from mobile phone to Google Apps (this will erase your Google Aps contacts)
    3. Import the contacts you exported in step 1
    4. Use Find Duplicates to clear up your contacts

Other

  • Delegation settings

Drive and Documents

There are currently no training notes for this section.

Google Apps Documentation and Support

Please Google Docs Help Notes:

Also see the following PC World article:
Google Docs Secrets: 21 Power Tips for the Productivity Suite

Sites

Log in

To log in go to either of
  • http://sites.example.com if enabled
  • http://www.google.com/a/example.com/ 
  • www.example.com and click Sign in at bottom left

Identify site to edit

  • Go to top right area and click My sites
  • If necessary click Browse sites within example.com »
  • Click on appropriate site to enter site editor

Create site

  • Click create new site
  • Choose Theme or Browse Gallery
  • Click more options to add description, collaborators and viewers
  • Click create site
  • Sites can also be created by copying an existing site

Edit site

Create page

  • Choose page template: web page, announcements, file cabinet, list
  • Choose page name and position

Edit page

  • Insert (various item than can be inserted in a page)
    • Forms can be used to gather data (they have to be created in advance in Documents \ Spreadsheets) 
  • Format
  • Table
  • Layout (keep your text line width fairly narrow to make it easier to read)

More Actions

Page related

  • Revision history
  • Subscribe to page changes
  • Page settings
  • Print page
  • Move page
  • Delete page
  • Preview page as Viewer

Template related

  • Save as page template
  • Change page template

Site administration

  • Subscribe to site changes
  • Manage site (Edit sitebar, at the bottom of Navigation, takes you directly to Site Layout)
  • Share this site

Site management

Site content

  • Recent site activity
  • Pages
  • Attachments
  • Page templates
  • Deleted items (if you restore a page, it's subpages are not restored automatically, they need to be restored one by one)

Site settings

  • General (Site name, Site Description, Landing Page, Web Address Mapping, Copy this Site, Delete this Site)
  • Sharing (owners, collaborators, viewers. Share within domain, make it public)
  • Monetize

Site appearance

  • Site layout (change logo, dimensions, header, navigation, footer
  • Colors and fonts (change color, fonts and background images)
  • Themes (Changing theme resets site layout, and color and fonts)