(Frequently Asked Questions)

Transcription

1 (Frequently Asked Questions) Aptech Ltd. Version 1.0 Page 1 of 7

2 Table of Contents S# Questions 1. How can I access my mail offline? 2. Is it possible to access Google Apps account from other programs? 3. Can I change my Google password? 4. How can I prevent messages from appearing in the Conversation view? 5. How much space does Google provide for my mail messages? 6. Is it possible to recall a sent message in Gmail? 7. Can I attach a file to a message in Gmail by using the drag and drop feature? 8. Is it possible to copy a file attachment from one message to another? 9. Is it possible to apply more than one label to an message? 10. Can I prevent messages from specific people from being tagged as spam? 11. How many people can I invite for a meeting? 12. Is my Google Calendar always public or I can change the privacy settings? 13. If someone has shared their calendar with me, will I get an when people accept that person's invitations? 14. Can I accept invitations on Google Calendar that are sent from another calendar program? 15. Can I share my Google Docs documents with people outside my domain? 16. Which types of files can I import files into Google Docs? 17. Do I have to manually add contacts each time? 18. Do I have a backup of my data on Google? 19. Can I move pages in my Google Site? Aptech Ltd. Version 1.0 Page 2 of 7

3 How can I access my mail offline? To turn on the Offline mode, perform the following steps: 2. Click Settings Offline. 3. Click Install Gmail Offline. However, this is possible only if the administrator of the domain has enabled the Labs for the domain. Is it possible to access Google Apps account from other programs? Yes, Google allows you to access your account from the following other programs: Microsoft Outlook: If your organization has purchased a Google Apps for Business or Education account, you can access your Google account from Microsoft Outlook using Google Apps Sync for Microsoft Outlook. IMAP clients: It is also possible to access Gmail from other mail programs, such as Outlook, Outlook Express, Thunderbird, Windows Mail, and Apple Mail, by setting them up as IMAP clients. POP clients: You also have the option to set up your mail program as a POP client, in case it can t be set up for IMAP. Can I change my Google password? Yes, you can change your password by performing the following steps: 1. Go to mail.google.com and sign in using your user name and password. 2. Click the gear icon on Gmail page. 3. Click Settings Accounts and Import. 4. In the Change account settings section, click Change password. 5. In the new window, enter your current password and new password. How can I prevent messages from appearing in the Conversation view? 2. Click Settings General. 3. In the Conversation View section, select the Conversation view off option. How much space does Google provide for my mail messages? Google Apps provides tremendous storage space to all the users. The total of 30 GB is free storage space that each user is allocated. Users need to spend minimal time to manage their inbox and therefore, can be more productive. Aptech Ltd. Version 1.0 Page 3 of 7

4 Is it possible to recall a sent message in Gmail? Yes, it is possible to recall a sent message for a few seconds after hitting the send button. You can enable this feature by performing the following steps: 2. Click Settings Labs. 3. In the Undo Send section, select the Enable option. Can I attach a file to a message in Gmail by using the drag and drop feature? Yes, you can drag and drop a file to attach it to a message. However, this feature is available only if you are using the Chrome browser. Is it possible to copy a file attachment from one message to another? You can copy a file attachment from one message to another by forwarding that message and composing it all over again. Delete all other content from the forwarded message. You also have the option to download the attachment and upload it to a new message. Is it possible to apply more than one label to an message? Yes, you can apply more than one label a single message. To apply labels, click the Labels drop-down list and select the labels that you want to apply to the message. Can I prevent messages from specific people from being tagged as spam? Yes, you can prevent messages from specific senders people from being tagged as spam by performing the following steps: 2. Click Settings Filters. 3. Click Create a new filter. 4. Enter the person's address in the From field. 5. Click Create filter with this search. 6. Select Never send it to spam. 7. Click Create Filter. How many people can I invite for a meeting? You can invite up to 500 individuals or groups, for a meeting or event. Aptech Ltd. Version 1.0 Page 4 of 7

5 Is my Google Calendar always public or I can change the privacy settings? By default, your invitees can only see whether you are free or busy. However, they cannot see all the event details. However, you can select a different level of access for them from the Permission Settings drop-down list. The different options available are as follows: Make changes AND manage sharing: In this scenario, the other user will be able to access the calendar completely. He/she will be the owner of the main user s calendar. Make changes to events: In this scenario, the other user will be able to overview and change all events, including the private ones. See all event details: In this scenario, the other user will be able to see the events, except for the ones that are marked as private. See only free/busy (hide details): In this scenario, the other user will be able to see when the main user s calendar is booked and when he/she is free. However, the other user will not be able to see the event details. If someone has shared their calendar with me, will I get an when people accept that person's invitations? Yes, you can get notifications by performing the following steps: 1. Click the gear icon on Calendar page. 2. Click Settings Calendars. 3. Click Reminders and notifications. 4. Select your settings. 5. Click Save. Can I accept invitations on Google Calendar that are sent from another calendar program? Yes, you can accept invitations on Google Calendar that are sent from another calendar program. Click the Add to Calendar link in the invitation and it gets added to your Google Calendar. Alternatively, if the invitation is sent in the standard.ics format, you can accept it by downloading the.ics file and uploading it to Google Calendar. Can I share my Google Docs documents with people outside my domain? Yes, you can share your Google Docs documents with people outside your domain, provided this option has been enabled by your Google Apps administrator. Aptech Ltd. Version 1.0 Page 5 of 7

6 Which types of files can I import files into Google Docs? You can import the following types of files into Google Docs: Microsoft Word (.doc,.docx) Microsoft Excel (.xls,.xlsx) Microsoft PowerPoint (.ppt,.pps,.pptx) Rich Text (.rft) Plain text (.txt) HTML (.html) PDF (.pdf) Adobe Illustrator and Photoshop (.ai,.psd) Autodesk AutoCAD (.dxf) Apple Pages (.PAGES) Scalable Vector Graphics (.SVG) PostScript (.EPS,.PS) TrueType (.TTF) XML Paper Specification (.XPS) Comma-separated values (.csv) Tab-separated values (.tsv) OpenDocument Text (.odt) OpenDocument Spreadsheet (.ods) StarOffice (.sxw) Aptech Ltd. Version 1.0 Page 6 of 7

7 Do I have to manually add contacts each time? No, you do not have to manually add the contact each time. When you send s to a new contact, or reply or forward s to any contact for the first time, the contact is automatically added in the Gmail application contact list. Moreover, if you are typing the address of a contact for the second time, Google Apps will automatically suggest the name and the address of the same. Do I have a backup of my data on Google? Google Apps is available 99.9% of the time, so users do not have to worry about the delay in accessing their data or . The data stored in the applications, such as Google Gmail, Google Calendar, and Google Docs is replicated in multiple secure data centers. Thus, if one data center is unavailable, the data is fetched using the replicated data center. Can I move pages in my Google Site? Yes, Google allows you to move pages in your site. To move a page, perform the following steps: 1. Open More Actions menu and select Manage site from the Sites Action section. 2. Click Pages. 3. Click a page and drag it to your desired location. --- End of --- Aptech Ltd. Version 1.0 Page 7 of 7