My Google Apps, 2nd Edition

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Getting Started with Google Apps

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Table of Contents

What Is Google Apps?

Understanding Productivity Suites and Cloud Computing .....4

What Do I Get with Google Apps? ..................................................................5

Exploring the Benefits of Google Apps ......................................................7

1 Getting Started with Google Apps 11

All About Google Apps ..........................................................................................12

    Gmail ..............................................................................................................................14

    Calendar ......................................................................................................................14

    Drive ...............................................................................................................................15

    Docs ................................................................................................................................15

    Sheets ............................................................................................................................16

    Slides ..............................................................................................................................17

    Hangouts ....................................................................................................................17

    Sites ................................................................................................................................18

    Vault ...............................................................................................................................19

    More Apps .................................................................................................................20

What Do I Need to Get Started with Google Apps? ....................20

    Do You Have a Domain Name? ...............................................................21

    What’s Your Email Address? .......................................................................22

    What’s Your Favorite Browser? ................................................................23

Signing Up for Google Apps .............................................................................23

    Sign Up for Google Apps for Work ........................................24

Exploring the Admin Console ..........................................................................27

    Set Up Google Apps .........................................................................................31

    Add a User .................................................................................................................32

    Add a User Photo ................................................................................................33

    Manage User Roles ............................................................................................34

    Upload Your Company Logo .....................................................................36

Signing In and Out .....................................................................................................37

    Sign In ............................................................................................................................38

    Sign Out .......................................................................................................................38

2 Managing Email and Contacts with Gmail 41

Exploring Gmail ............................................................................................................42

    Sign In to Gmail ....................................................................................................44

    Sign Out from Gmail ........................................................................................44

    Switch Between Gmail Features ............................................................44

    Expand and Collapse the Navigation Sidebar ..........................45

Working with Messages ........................................................................................46

    Compose a Message ........................................................................................46

    Reply to a Message ............................................................................................47

    Forward a Message ...........................................................................................48

    Attach a File to a Message ..........................................................................49

    Download a File Attachment ...................................................................50

    Insert a Photo .........................................................................................................51

Managing Messages .................................................................................................52

    Customize Inbox Tabs .....................................................................................52

    Create a New Label............................................................................................53

    Apply a Label ..........................................................................................................53

    Move Messages ....................................................................................................54

    Delete a Message ................................................................................................55

    Archive a Message .............................................................................................55

    Mark Messages ......................................................................................................56

    Remove Spam ........................................................................................................57

Managing Contacts ...................................................................................................58

    Add a Contact ........................................................................................................59

    Edit Contacts ...........................................................................................................60

    Create a Group ......................................................................................................61

Working with Tasks ....................................................................................................62

    Create a Task ............................................................................................................62

    Make a New List ...................................................................................................63

    Email a Task List ....................................................................................................64

Customizing Gmail .....................................................................................................65

    Add a Signature ....................................................................................................65

    Set Up an Automatic Reply ........................................................................66

Switching to Gmail from Other Services ................................................67

    Move Mail from Another Account .......................................................67

    Import Contacts ...................................................................................................69

3 Organizing Your Schedule with Calendar 73

Exploring Calendar ....................................................................................................74

    Change Your Calendar View ......................................................................75

    Navigate Between Days, Weeks, and Months ...........................78

    Work with the Calendar List .....................................................................78

    Add a New Calendar.........................................................................................80

Scheduling Events and Appointments ....................................................82

    Schedule an All-Day Event ........................................................................83

    Add an Event .........................................................................................................83

    Add an Event with Details ...........................................................................84

    Add an Event with Quick Add .................................................................85

    Schedule Time Slot Appointments .....................................................87

    Edit Calendar Items ...........................................................................................88

Working with Notifications.................................................................................89

    Set Up a Notification ........................................................................................90

Creating Tasks .................................................................................................................91

    Add a Task ..................................................................................................................92

    Turn Tasks On or Off .........................................................................................92

    Manage Tasks ..........................................................................................................93

Sharing Calendars .......................................................................................................94

    Share Your Calendar .........................................................................................94

    Import a Calendar...............................................................................................96

    Export Calendars .................................................................................................97

Enabling Mobile Notifications .........................................................................97

    Register Your Mobile Phone ......................................................................97

4 Storing and Sharing Files on Drive 101

Exploring Drive .......................................................................................................... 102

    Navigate Around Drive .............................................................................. 103

    Change the View .............................................................................................. 105

Uploading Files and Folders .......................................................................... 106

    Upload a File ........................................................................................................ 107

    Drag and Drop a File .................................................................................... 107

    Upload a Folder ................................................................................................ 108

Creating New Files .................................................................................................. 109

    Create a New File ............................................................................................. 110

Managing Folders and Files ........................................................................... 110

    Create a New Folder ..................................................................................... 112

    Move Files Between Folders .................................................................. 113

    Preview a File ...................................................................................................... 114

    Open a File ............................................................................................................ 115

    Delete Files ............................................................................................................ 115

    Search Files ........................................................................................................... 116

    Sort Files .................................................................................................................. 117

    Download a File ................................................................................................ 118

Sharing Files and Folders ................................................................................. 118

    Share a File ............................................................................................................ 119

    Edit User Access ................................................................................................ 121

    Specify Link Sharing Options ............................................................... 123

Syncing Files ................................................................................................................ 125

    Install Google Drive on Your Computer ...................................... 125

    View Google Drive Folder Preferences ........................................ 128

5 Creating Documents with Docs 131

Opening Google Docs ........................................................................................ 132

Creating a Document .......................................................................................... 132

    Create a Document from Google Drive ...................................... 133

    Create a Document from Google Docs ....................................... 134

    Create a Document from a Template ............................................ 134

Formatting Documents ..................................................................................... 136

    Select Text .............................................................................................................. 138

    Apply a New Font and Font Size ....................................................... 138

    Apply a Style ........................................................................................................ 140

    Customize and Save a Style ...................................................... 140

    Create Numbered and Bulleted Lists ............................................ 141

    Use the Paint Format Tool ....................................................................... 143

Inserting Content in a Document ............................................................ 144

    Insert an Image ................................................................................................. 145

    Insert a Link .......................................................................................................... 146

    Insert a Drawing ............................................................................................... 146

    Insert a Footnote ............................................................................................. 149

    Insert a Special Character ........................................................................ 149

    Insert a Bookmark .......................................................................................... 150

    Insert a Table of Contents ........................................................................ 151

    Insert a Table ....................................................................................................... 152

Managing Your Documents ........................................................................... 154

    Open a Document .......................................................................................... 155

    View Revisions History ............................................................................... 156

    Download a Document ............................................................................. 156

    Find Text in a Document .......................................................................... 157

    Replace Text in a Document ................................................................. 158

Viewing Documents ............................................................................................. 158

Collaborating on Documents ....................................................................... 159

    Suggest Edits ...................................................................................................... 159

    Manage Edits ...................................................................................................... 160

    Add a Comment ............................................................................................... 160

    Work with Comments ................................................................................. 161

Using Google Docs Tools .................................................................................. 162

    Perform a Spell Check ................................................................................. 163

Printing and Publishing Documents...................................................... 164

    Specify Page Setup Parameters ......................................................... 164

    Print a Document ............................................................................................ 165

    Publish a Document to the Web ....................................................... 166

Working with Add-ons ....................................................................................... 168

    Install an Add-on ............................................................................................. 168

6 Tracking and Analyzing Data with Sheets 171

Getting Started with Google Sheets ...................................................... 172

Creating a Spreadsheet ..................................................................................... 173

    Create a Spreadsheet from Google Drive ................................. 174

    Create a Spreadsheet from a Template ....................................... 175

Entering Spreadsheet Data ............................................................................ 176

    Enter Sequential Data ................................................................................. 176

Formatting Spreadsheets................................................................................. 177

    Format Spreadsheet Content ............................................................... 177

    Wrap Text ................................................................................................................ 179

    Apply Conditional Formatting ............................................................ 180

Working with Sheets, Rows, and Columns ....................................... 181

    Insert a New Sheet ......................................................................................... 181    

    Work with Sheets ............................................................................................ 182

    Work with Rows and Columns ............................................................ 183

Working with Formulas and Functions ............................................... 184

    Enter a Formula Manually ....................................................................... 185

    Copy a Formula ................................................................................................. 186

    Use the SUM Function ................................................................................ 187

Inserting Content in a Spreadsheet........................................................ 188

    Insert a Chart ...................................................................................................... 189

    Insert an Image ................................................................................................. 191

    Insert a Link .......................................................................................................... 192

    Insert a Note ........................................................................................................ 193

Managing Your Spreadsheets ...................................................................... 194

    Open a Spreadsheet ..................................................................................... 194

    Download a Spreadsheet ........................................................................ 195

    Edit a Spreadsheet ......................................................................................... 196

    Specify View Options ................................................................................... 196

    Delete a Spreadsheet .................................................................................. 197

Working with Spreadsheet Data ............................................................... 197

    Sort Data by Column ................................................................................... 198

    Perform an Advanced Sort ..................................................................... 199

    Apply a Filter ....................................................................................................... 200

Collaborating on Spreadsheets .................................................................. 200

    Add a Comment ............................................................................................... 201

    Work with Comments ................................................................................. 201

Printing and Publishing Spreadsheets ................................................. 202

    Print a Spreadsheet ....................................................................................... 203

    Publish a Spreadsheet to the Web .................................................. 203

7 Creating Presentations with Slides 207

Getting Started with Google Slides ........................................................ 208

Creating a Presentation ..................................................................................... 209

    Create a Presentation from Google Drive ................................. 209

    Create a Presentation from a Template ....................................... 210

Working with Slides .............................................................................................. 211

    Apply a Slide Layout ..................................................................................... 211

    Apply a Slide Background ....................................................................... 213

    Apply a New Theme ..................................................................................... 214

    Add a Slide to Your Presentation ...................................................... 214

    Import Slides from Another Presentation ................................ 215

    Organize Slides .................................................................................................. 216

    Duplicate Slides ................................................................................................ 216

    Delete Slides ........................................................................................................ 216

Inserting Content in a Presentation ....................................................... 216

    Insert a Text Box ............................................................................................... 217

    Insert an Image ................................................................................................. 218

    Insert a Link .......................................................................................................... 220

    Insert a Video ...................................................................................................... 221

    Insert a Line .......................................................................................................... 221

    Insert a Shape ..................................................................................................... 222

    Insert a Table ....................................................................................................... 223

Formatting Presentations ................................................................................ 224

    Apply a New Font and Font Size ....................................................... 226

    Create a Numbered List............................................................................. 227

    Create a Bulleted List ................................................................................... 227

    Use the Paint Format Tool ....................................................................... 229

Working with Transitions and Animations ....................................... 229

    Set Slide Transitions ...................................................................................... 229

    Animate Slide Objects ................................................................................ 230

Managing Your Presentations ...................................................................... 231

    Open a Presentation..................................................................................... 231

    Download a Presentation ........................................................................ 232

    Delete a Presentation .................................................................................. 233

    Edit Presentations ........................................................................................... 233

    Specify View Options ................................................................................... 234

Collaborating on Presentations .................................................................. 236

    Add a Comment ............................................................................................... 237

    Work with Comments ................................................................................. 238

Using Google Slides Tools ............................................................................... 239

    Perform a Spell Check ................................................................................. 239

Printing and Publishing Presentations ................................................ 241

    Specify Print Settings and Preview Your Presentation .. 241

    Publish a Presentation to the Web .................................................. 242

Delivering Your Presentation ........................................................................ 243

    Create Speaker Notes .................................................................................. 243

    Deliver Your Presentation ........................................................................ 244

8 Communicating with Hangouts 247

Exploring Hangouts ........................................................................... 248

    Get Started with Hangouts .................................................................... 250

Adding the Hangouts App.............................................................................. 251

    Install the Hangouts App as a Plug-in .......................................... 253

    Install the Desktop Hangouts App .................................................. 254

    Enable the Hangouts App in Gmail ................................................ 255

    Enable Google+ Premium Features ............................................... 255

Working with Chat Hangouts ....................................................................... 259

    Start a Chat in Gmail .................................................................................... 259

    Start a Chat in Hangouts .......................................................................... 261

    Invite a New Contact.................................................................................... 263

    Insert a Picture into Your Chat .................................................... 264

    Archive Your Chat............................................................................................ 265

Video Conferencing with Hangouts ....................................................... 266

    Start a Video Call .............................................................................................. 267

    Answer a Video Call Invite ....................................................................... 269

    Invite Someone to Your Video Chat ............................................... 270

    Share Your Screen ........................................................................................... 271

    Open a Chat Pane ........................................................................................... 272

    Share a Google Drive File ......................................................................... 273

    Play with Google Effects ........................................................................... 274

    Take a Photo ........................................................................................................ 275

Phone Calling with Hangouts ...................................................................... 276

    Place a Phone Call .......................................................................................... 276

9 Creating Websites with Sites 279

Exploring Sites ........................................................................................................... 280

    Benefits to Using Sites ................................................................................ 281

    Touring Sites ........................................................................................................ 282

Building Sites ............................................................................................................... 283

    Build a Basic Website ................................................................................... 284

Customizing Your Page ...................................................................................... 286

    Add Your Text ...................................................................................................... 288

    Format Text ........................................................................................................... 289

    Change the Layout ........................................................................................ 291

    Insert an Image ................................................................................................. 292

    Add a Link to Another Website........................................................... 294

    Add a Gadget ...................................................................................................... 295

Adding Pages .............................................................................................................. 298

    Page Types ............................................................................................................. 298

    Add a Page ............................................................................................................ 301

    Add Links to Subpages .............................................................................. 302

    Reorganize Pages ............................................................................................ 303

Sharing Your Site ...................................................................................................... 304

    Share Your Site ................................................................................................... 305

 

10 Archiving with Vault 307

Exploring Vault........................................................................................................... 308

Adding the Vault App .......................................................................................... 309

    Add the Vault App .......................................................................................... 309

    Assign Licenses ................................................................................................. 311

    Open the Vault App ...................................................................................... 313

Setting Retention Rules ..................................................................................... 314

    Set a Custom Retention Rule ................................................................ 314

    Set a Default Retention Rule ................................................................. 315

Working with Matters .......................................................................................... 316

    Create a New Matter .................................................................................... 316

    Add a Collaborator ......................................................................................... 317

Creating Holds ........................................................................................................... 318

    Create a Hold ...................................................................................................... 318

Searching Message Data .................................................................................. 319

    Search for Data .................................................................................................. 319

Exporting and Auditing Data ....................................................................... 320

    Export Search Results .................................................................................. 321

    Run an Audit Report ..................................................................................... 322

11 Exploring Other Google Tools 325

Browsing the Web with Google Chrome ........................................... 326

    Surf the Web ........................................................................................................ 327

    Add a Bookmark .............................................................................................. 330

    Pin a Tab .................................................................................................................. 331

Working with Google Groups ...................................................................... 332

    Enable Google Groups for Business ............................................... 333

    Create a Group .................................................................................................. 335

    Invite People to a Group ........................................................................... 337

    Start a Topic or Post ...................................................................................... 338

    Find Basic Permissions Settings ......................................................... 339

Understanding Google My Business ..................................................... 340

    Enable Google+ ................................................................................................ 341

    Build a Google My Business Page and Profile ....................... 342

Index 353

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