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My 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

About the Author

Patrice-Anne Rutledge is a business technology author whose books include the first edition of My Google Apps; Gmail Tips, Tricks, and Tools; 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. Sherry Kinkoph Gunter has written and edited dozens 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, Third Edition, 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 help users of all levels to master ever-changing computer technologies and to help 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.

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