My Google Apps

Sherry Kinkoph Gunter has written and edited oodles of books over the past 20 years covering a wide variety of computer topics, including Microsoft Office programs, digital photography, and web applications. Her recent titles include Sams Teach Yourself Facebook, Word 2013 Absolute Beginner’s Guide, and Microsoft Office for Mac Bible. Sherry began writing computer books in 1992, and her flexible writing style has enabled her to author for an assortment of imprints and formats. Sherry’s ongoing quest is to aid users of all levels in the mastering of ever-changing computer technologies and helping users make sense of it all so they can get the most out of their machines and online experiences. Sherry currently resides in a swamp in the wilds of east central Indiana with a lovable ogre, a menagerie of interesting creatures, and a somewhat tolerable Internet connection.   Patrice-Anne Rutledge is a business technology author whose books include My LinkedIn, WordPress on Demand, and Sams Teach Yourself Google in 10 Minutes, all from Pearson Education. She is a long-time user of many Google tools and technologies, including Google Apps, Gmail, and Google+.   Patrice is also the founder and principal of Pacific Ridge Media, a boutique content marketing and social media agency that offers consulting and training for clients worldwide. She is frequently quoted in major media outlets around the world, including CNN, Inc.; Fox News; ABC News; MSN; AOL; Orange County Register; ZDNet; USAA; CareerBuilder; and more. You can reach Patrice through her website at www.patricerutledge.com.  

Prologue  What is Google Apps? 3

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 15

Doc 16

Sheets 17

slides 19

Hangouts 18

Sites 19

Vault 19

More Apps 20

What Do I Need to Get Started with Google Apps 21

Do You Have a Domain Name? 22

What’s Your Email Address? 23

What’s Your Favorite Browser? 24

Signing Up for Google Apps 25

Sign Up for Google Apps for Business 25

Exploring the Admin Console 29

Add Users 32

Manage Users 33

Add Apps 34

Upload Your Company Logo 35

Change Your Personal Profile Picture 36

Signing In and Out 37

Sign In 37

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 45

Expand and Collapse the Inbox List 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 Picture 51

Managing Messages 52

Turn On Tabs 52

Create a New Label 53

Apply a Label 54

Move Messages 55

Delete a Message 55

Archive a Message 56

Mark Messages 57

Remove Spam 58

Managing Contacts 59

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 List 64

Customizing Gmail 64

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 71

Exploring Calendar 72

Change Your Calendar View 73

Navigate Between Days, Weeks, and Months 76

Work with the Calendar List 76

Add a New Calendar 78

Scheduling Events and Appointments 80

Schedule an All-Day Event 81

Add an Event 81

Add an Event with Details 82

Add an Event with Quick Add 83

Schedule Time Slot Appointments 85

Edit Calendar Items 86

Working Reminders 87

Set Up a Reminder 88

Creating Tasks 89

Add a Task 90

Turn Tasks On or Off 90

Manage Tasks 91

Sharing Calendars 92

Share Your Calendar 92

Import a Calendar 94

Export Calendars 95

Enabling Mobile Notifications 95

Register Your Mobile Phone 95

4  Storing and Sharing Files on Drive 99

Exploring Drive 100

Navigate Around Drive 101

Change the View 104

Uploading Files and Folders 105

Upload a File 105

Drag and Drop a File 106

Upload a Folder 106

Creating New Files 107

Create a New File 108

Managing Folders and Files 108

Create a New Folder 110

Move Files Between Folders 111

Preview a File 112

Open a File 113

Search Files 114

Sort Files    116

Download a File 116

Sharing Files and Folders 117

Share a File 120

Edit User Access 122

Change the Visibility Option 123

Syncing Files 124

Install Google Drive on Your Computer 125

View Google Drive Folder Preferences 127

5  Creating Documents with Docs 129

Opening Google Docs 130

Creating a Document 130

Create a Document from Google Drive 131

Create a Document from Google Docs 132

Create a Document from a Template 132

Formatting Documents 134

Select Text 136

Apply a New Font and Font Size 136

Apply a Style 138

Customize and Save a Style 138

Create Numbered and Bulleted Lists 139

Use the Paint Format Tool 141

Inserting Content in a Document 141

Insert an Image 143

Insert a Link 144

Insert a Drawing 145

Insert a Footnote 147

Insert a Special Character 147

Insert a Bookmark 148

Insert a Table of Contents 149

Inserting a Table 150

Insert a Table 150

Managing Your Documents 152

Open a Document 153

View Revisions History 154

Download a Document 154

Find Text in a Document 155

Replace Text in a Document 156

Viewing Documents 156

Collaborating on Documents 157

Add a Comment 158

Work with Comments 159

Using Google Docs Tools 159

Perform a Spell Check 160

Printing and Publishing Documents 161

Specify Page Setup Parameters 162

Print a Document 162

Publish a Document to the Web 163

Working with Add-ons 165

Install an Add-on 165

6  Tracking and Analyzing Data with Sheets 167

Getting Started with Google Sheets 168

Creating a Spreadsheet 169

Create a Spreadsheet from Google Drive 169

Create a Spreadsheet from a Template 170

Entering Spreadsheet Data 171

Enter Sequential Data 171

Formatting Spreadsheets 172

Format Spreadsheet Content 172

Wrap Text 174

Apply Conditional Formatting 174

Working with Sheets, Rows, and Columns 175

Insert a New Sheet 175

Work with Sheets 176

Work with Rows and Columns 177

Working with Formulas and Functions 179

Enter a Formula Manually    179

Copy a Formula 181

Use the SUM Function 182

Inserting Content in a Spreadsheet 183

Insert a Chart 183

Insert an Image 185

Insert a Link 186

Insert a Note 187

Managing Your Spreadsheets 187

Open a Spreadsheet 188

Download a Spreadsheet 189

Edit a Spreadsheet 190

Specify View Options 190

Delete a Spreadsheet 190

Working with Spreadsheet Data 191

Sort Data by Column 192

Perform an Advanced Sort 193

Apply a Filter 193

Collaborating on Spreadsheets 194

Add a Comment 194

Work with Comments 195

Printing and Publishing Spreadsheets 196

Print a Spreadsheet 196

Publish a Spreadsheet to the Web 197

7  Creating Presentations with Slides 201

Getting Started with Google Slides 202

Creating a Presentation 202

Create a Presentation from Google Drive 203

Create a Presentation from a Template 204

Working with Slides 205

Apply a Slide Layout 205

Apply a Slide Background 207

Apply a New Theme 208

Add a Slide to Your Presentation 208

Import Slides from Another Presentation 209

Organize Slides 210

Duplicate Slides 210

Delete Slides 210

Inserting Content in a Presentation 211

Insert a Text Box 212

Insert an Image 212

Insert a Link 213

Insert a Video 214

Insert a Line 215

Insert a Shape 215

Insert a Table 216

Formatting Presentations 217

Apply a New Font and Font Size 219

Create a Numbered List 220

Create a Bulleted List 220

Use the Paint Format Tool 222

Working with Transitions and Animations 222

Set Slide Transitions 223

Animate Slide Objects 224

Managing Your Presentations 224

Open a Presentation 225

Download a Presentation 226

Editing Presentations 226

Specify View Options 227

Collaborating on Presentations 229

Add a Comment 230

Work with Comments 230

Using Google Slides Tools 231

Perform a Spell Check 232

Printing and Publishing Presentations 233

Specify Print Settings and Preview Your Presentation    233

Publish a Presentation to the Web 234

Delivering Your Presentation 236

Create Speaker Notes 236

Deliver Your Presentation 237

8  Communicating with Hangouts 241

Exploring Hangouts 242

Get Started with Hangouts 244

Adding the Hangouts App 245

Install the Hangouts App as a Plug-in 247

Install the Desktop Hangouts App 247

Enable the Hangouts App in Gmail 248

Enable Google+ Premium Features 249

Working with Chat Hangouts 250

Start a Chat in Gmail 251

Start a Chat in Hangouts 252

Invite a New Contact 253

Insert a Picture into Your Chat 254

Archive Your Chat 255

Video Conferencing with Hangouts 256

Start a Video Call 256

Answer a Video Call Invite 258

Share Your Screen 259

Open a Chat Pane 260

Open a Google Drive File 261

Play with Google Effects 262

Take a Photo 263

Phone Calling with Hangouts 264

Place a Phone Call 264

9  Creating Websites with Sites 267

Exploring Sites 268

Benefits of Using Sites 269

Tour Sites 270

Building Sites 271

Build a Basic Website 272

Customizing Your Page 274

Add Your Text 276

Format Text 277

Change the Layout 279

Insert an Image 280

Add a Link to Another Website 282

Add a Gadget 283

Adding Pages 285

Page Types 285

Add a Page 287

Add Links to Subpages 289

Reorganize Pages 290

Sharing Your Site 291

Share Your Site 292

10  Archiving with Vault 295

Exploring Vault 296

Adding the Vault App 297

Add the Vault App 297

Assign Licenses 299

Sign In to Vault 301

Setting Retention Rules 302

Set a Custom Retention Rule 302

Set a Default Retention Rule 303

Working with Matters 303

Create a New Matter 304

Add a Collaborator 305

Creating Holds 305

Create a Hold 306

Searching Message Data 306

Search for Data 307

Exporting and Auditing Data 308

Export Search Results 308

Run an Audit Report    309

11 Exploring Other Google Tools 311

Browsing the Web with Google Chrome 312

Surf the Web 314

Add a Bookmark 316

Pin a Tab 317

Working with Google Groups 317

Enable Google Groups for Business 319

Create a Group 319

Invite People to a Group 321

Start a Topic 321

Find Basic Permissions Settings 322

Understanding Google+ for Business 323

Enable Google+ 324

Create a Google+ for Business Page 325

Other Google Apps to Try 327

Index 329