My Google Apps, 2nd Edition

Description

• Copyright 2015
• Dimensions: 6" x 9"
• Pages: 384
• Edition: 2nd

• Book
• ISBN-10: 0-7897-5504-1
• ISBN-13: 978-0-7897-5504-9

My Google Apps

Full-color, step-by-step tasks walk you through doing exactly what you want with Google Apps. Learn how to:

• Use Google Apps to reduce technology expenses and grow your business
• Choose the best Google Apps version for your needs
• Quickly activate and customize your account
• Give your users customized email that uses your domain, not gmail.com
• Connect Gmail to your smartphone so your email and schedule always go with you
• Create, format, edit, print, and collaborate on documents with Docs
• Track and analyze your data with Sheets
• Create presentations with Slides and present anywhere via the Internet
• Cut travel costs: run video meetings online with Google Hangouts
• Improve project collaboration with a shared Sites workspace
• Efficiently manage and share your schedule with Calendar
• Store and share your files for secure anytime/anywhere access
• Sync your files between your PC or Mac and Google Drive in the cloud
• Use Vault to archive content and activity for compliance or other legal reasons

COVERS: Gmail, Calendar, Drive, Docs, Sheets, Slides, Hangouts, Sites, Vault

Step-by-step instructions with callouts to new Google Apps screenshots that show you exactly what to do.

Help when you run into Google Apps problems or limitations.

Tips and Notes to help you get the most from Google Apps.

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Sample Content

Online Sample Chapter

Getting Started with Google Apps

Sample Pages

Download the sample pages (includes Chapter 1 and Index)

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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