GOOGLE APPS. If you have difficulty using this program, please contact IT Personnel by phone at

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1 : GOOGLE APPS Application: Usage: Program Link: Contact: is an electronic collaboration tool. As needed by any staff member or If you have difficulty using this program, please contact IT Personnel by phone at Google Documents, a.k.a., is best used in Google Chrome, but works just as well in Mozilla Firefox. Internet Explorer will work but is not recommended. The Grid THE GRID Your first step it to log into your Gmail account (details on following pages) From here, you will see in the upper corner, beside your name, a Grid. You access all the through this Grid.

2 GOOGLE APPS - GMAIL PART 1 Gmail With Gmail, your s are stored safely in the cloud where you can get to them from any computer or device with a web browser. You can also quickly organize and find important s, add your professional signature to s you send, and read and draft s when you don t have an Internet connection. 1.1 Make sure you are using CHROME as your browser when working with your. You will need a school provided Gmail account ending COMPOSE A NEW To begin sending s: 1. Open your Gmail inbox. 2. In the left sidebar, click COMPOSE. A new message opens near the bottom corner of your Gmail window. 3. Choose a window size that s right for you using the buttons in the upper corner of the compose window. 4. Just start typing to compose your . s you ve started writing, but haven t sent, are automatically saved in Drafts on the sidebar.

3 GOOGLE APPS - GMAIL 1.2 ADD RECIPIENTS, ATTACHMENTS, IMAGES, AND MORE 1. Add attachments, emphasize key points with font styles, include different kinds of recipients, and more right in the compose window. Just start typing to compose your . s you ve started writing, but haven t sent, are automatically saved in Drafts on the sidebar.

4 GOOGLE APPS - GMAIL 1.3 SEND AND UNDO SEND When you re done composing your message, just click Send If you make a typo or change your mind about sending a message, you can take back a message you just sent by turning on the Undo Send feature. 1. In the top right, click the COG icon and select Settings. 2. Click the General tab. 3. Scroll to Undo Send and check the Enable Undo Send box. 4. At the bottom, click Save Changes FORWARDING You can forward you gmail into your school OWA Go to your Settings tab and click to enter. 2. Click on the Forwarding and POP/IMAP tab. 3. Click on Add a forwarding address. 4. Enter the address you want it to be forwarded to. 5. After you choose proceed, a confirmation code will be sent to the you are forwarding to. 6. Once verified, s will now be forwarded.

5 GOOGLE APPS - CALENDAR PART Calendar CREATE AN EVENT 1. To create an event in Calendar: 2. Go to calendar.google.com. 3. Click CREATE. 1. Give event a title 2. Select AddATE.

6 GOOGLE APPS - CALENDAR 2.1 ADD PEOPLE 1. In the Event details page, find the Add section and click Guests. 2. Type the first few letters of a person s name or address in the box. Matching addresses in your organization s directory appear as you type. 3. Click one of the suggestions to add that person to the event. 2.2 SELECT RESOURCES 1. Add time, date, resources that you need.

7 GOOGLE APPS - CALENDAR 2.3 SHARE AND VIEW CALENDAR 1. Click Calendar dropdown arrow next to your calendar name. 2. Click Share this Calendar. 3. Enter addresses and set permissions for people you want to share with. 4. Click Save.

8 GOOGLE APPS - CALENDAR 2.4 TO VIEW OTHER PEOPLE S CALENDARS 1. Under Other calendars, start typing the person s name or address in the Add a coworker s calendar box. 2. Select the person from the list: 3. If the person has shared their calendar, it appears in your Other calendars list. That person s events also appear on your calendar. 4. If the person hasn t shared their calendar or doesn t use Google Calendar, a dialog box appears. Fill out your request and click Send invite. 5. Click the box to the left of a person s name in your Other calendars list to hide or show their events on your calendar. Schedule events quickly by checking your coworkers availability or layering their calendars over yours in a single view. 6. When you re done looking at other people s calendars, go back to viewing only your calendar by clicking next to your calendar and selecting Display only this calendar.

9 GOOGLE APPS - CALENDAR 2.4 CREATE A TEAM CALENDAR 1. Click next to My calendars and select Create new calendar. 2. Name the calendar, enter your timezone, and add a description so your team knows the purpose of this calendar. 3. Check the Share this calendar with others box, and share it with everyone in your organization. 4. Enter individual addresses of people who can modify or manage the calendar, and set their permission levels. 5. Click Create calendar. 6. You can create as many calendars as you want using the same process.

10 GOOGLE APPS - DRIVE PART Drive - Online File Storage UPLOAD FILES TO DRIVE ON THE WEB One way to store files in Drive is to upload a copy of them using your web browser: 1. Go to Drive. 2. Click New, select File upload or Folder upload, and then choose the file or folder you want to upload. 3. Click Open. Or, if you re using the latest version of Chrome or Firefox, you can simply drag files directly from your computer to the Drive page on your browser. When you see Upload complete, your files have uploaded successfully and can be accessed in any browser or device that has Drive installed.

11 GOOGLE APPS - DRIVE 3.2 STORE FILES USING A DESKTOP SYNC CLIENT If you like to open and work on files from your desktop and also store them in Drive, install Google Drive for Mac/PC. This desktop sync client is convenient for storing a large collection of files that would otherwise take a long time to upload. (If you decide later to uninstall the client, your Drive files won t be affected and can still be accessed from Drive on the web.) To use the client, you install Drive on your computer, which creates a desktop folder named Google Drive. This folder works like any other folder on your computer, except that anything you put in it automatically syncs to the web and to any other devices with Drive installed. STORE FILES USING A DESKTOP SYNC CLIENT 1. Click on the Settings Cog. 2. Select Download Drive. 3. This will take you to the Downloads page. 4. Select Download - Chose PC or Mac 5. Click Accept and Install 6. The file will be downloaded to your downloads folder. You will also see it in the lower bar of your Chrome browser. 7. Double click on the file titled googledrivesync. 8. Click Run.

12 GOOGLE APPS - DRIVE 3.3 MOVE FILES TO THE DRIVE DESKTOP FOLDER: Now that you ve installed Drive on your computer, you can store files right from your desktop. 1. Decide which files you want to store in Drive. 2. Organize the files in folders the way you want them to appear in Drive. 3. Move the files and folders into the Drive folder on your computer. From now on, these files exist in the Drive folder and are synced with other devices that also have Drive installed. 1. Snyc and access from any device. 2. In the Settings Cog, make sure to click the Offline checkbox to access offline. 3. Share your document with others. 4. Print your document. 5. Open your document to edit it. 6. Click to download your document. 7. Click to exit the preview. 8. Delete files by moving to trash. 9. Or go to trash and restore. 10. Stay organized by creating folders. Right clicking on any folder brings up the side menu where you can Share, Move, Star, Colorize, Download, or Delete.

13 GOOGLE APPS - DRIVE 3.4 VIEW AND MANAGE FILE VERSIONS Google file 1. Open a Google file (Docs, Sheets, Slides, Forms, Drawings). 2. In the toolbar at the top, click File. 3. Select See revision history. 4. Choose a revision in the panel on the right to see the changes made at that time. The color of the revised text matches the color of the person who made the edits. 5. Click Restore this revision to use an older version of the file. Non-Google file 1. Open a file. 2. Right-click the file or go to the toolbar at the top, then click the overflow menu. 3. Choose Manage versions. 4. You can also take one of the following actions: 5. Upload a new version of the file (owners and editors only): Click Upload new version. 6. Delete a version (owners and editors only): Click the overflow menu > Delete. 7. Download a version: Click the overflow menu > Download. 8. Keep file versions forever: Click the overflow menu > Keep forever. Automatic deletion of non-google file versions GOOGLE may automatically delete older versions of non-google files to help free up your storage. After 30 days, anything over 100 versions (per document) will be automatically deleted. If you ve marked a version as Keep forever, we won t delete it but you won t be able to keep more than 200 versions (per document).

14 GOOGLE APPS - DRIVE 3.5 SHARE FILES AND SET ACCESS LEVELS AND VISIBILITY 1. Select the file or folder you want to share. 2. Click SHARE. 3. In the Share with others box: Enter the addresses or Google Groups you want to share with. Choose what kind of access you want to grant: Can edit Collaborators can add and edit content as well as add comments. Can comment Collaborators can add comments, but not edit content. Can view People can view the file, but not edit or add comments. If you want to control how visible your files are to other people, such as keeping them completely private or allowing anyone on the web to see them, click Advanced > Change and choose an option. The options available will depend on your administrator s settings for your organization. 4. Click Done

15 GOOGLE APPS - DRIVE 3.6 COLLABORATE WITH DOCS, SHEETS, SLIDES, AND FORMS All the Google Docs editors let you work together in the same document in real time. Commenting on any file brings a conversation into context so you avoid back-and-forth s and lost time. Just click New and select one of the file types below. Now all you need to do is share the file with your team to collaborate on a draft or key issue.

16 GOOGLE APPS - DOCS PART 4 Google Docs What can you do with Docs? Write reports, create joint project proposals, keep track of meeting notes, and much more. With Google Docs, you can create and edit text documents right in your web browser no special software is required. Even better, multiple people can work at the same time, you can see people s changes as they make them, and every change is saved automatically. 4.1 CREATING A NEW DOC You can create a new document right in Docs or in Google Drive. 1. In Docs, click the 2. In Drive, click New > Google Docs.

17 GOOGLE APPS - DOCS 4.2 IMPORT AND CONVERT OLD DOCUMENTS TO DOCS If you have existing text documents, such as Microsoft Word or Adobe PDF files, you can import and convert them to Docs. 1. Go to Google Drive. 2. Click New > File Upload and choose a text document from your computer. Supported files include.doc,.docx,.dot,.html, plain text (.txt),.odt, and.rtf. 3. Right-click the file you want to convert and select Open with > Google Docs. Converting your document from another program creates a copy of your original file in Docs format. You can then edit it in your browser like any other document. Converting your document from another program creates a copy of your original file in Docs format. You can then edit it in your browser like any other document. 4.3 ADD AND EDIT TEXT 1. Rename your document: At the top of the page, click Untitled document, enter a new title, and click OK. 2. Add or edit text: Just click in the page and start typing.

18 GOOGLE APPS - DOCS 4.4 ADD COLOR AND STYLE 1. To change margins, page color, and orientation, click File > Page setup. 4.5 ADD PICTURES, LINKS, TABLES, AND MORE 1. The Insert menu lets you add different features to your document. Here are the highlights: 2. Image Insert an image from your computer, the web, or Drive. 3. Link Add a link to another page or to a header or bookmark in the same document. 4. Drawing Create shapes, pictures, and diagrams right in your document. 5. Table Select the number of columns and rows to create a table. 6. Bookmark Add shortcuts to specific places within your document. 7. Table of contents Create an auto-generated table of contents that links to each heading in your document that has a heading style applied.

19 GOOGLE APPS - DOCS SHARE WITH YOUR TEAM 1. Open the file you want to share. 2. Click Share. 3. Enter the addresses or Google Groups you want to share with. 4. Choose what kind of access you want to grant people: Can edit Collaborators can add and edit content as well as add comments. Can comment Collaborators can add comments, but not edit content. Can view People can view the file, but not edit or add comments. 5. Click Send. Everyone you shared the document with receives an with a link to the document. ADD COMMENTS AND REPLIES If you can t collaborate in real time, you can leave feedback and questions on the side of the document for team members to look at when they open the file. 1. Select a section of text. 2. On the toolbar, click. 3. Add your notes and click Comment. If a comment is important for a specific collaborator to see, enter + followed by their address. They ll get an with your comment, along with a link to the document. They can then reply to your comments to answer questions or start a discussion. When you re done with a comment, click Resolve. SUGGEST EDITS You can also propose changes directly in the document without editing the text by suggesting an edit. Your suggestions won t change the original text until the document owner approves them. You must have edit or comment access to the document to suggest changes. 1. In the top corner, make sure you re in Suggesting mode, which may also appear as. 2. To suggest an edit, simply begin typing where you think the edit should be made in the document. Your suggestions appear in a new color, and text you mark to delete or replace is crossed out (but not actually deleted until the document owner approves the suggestion). 3. The document s owner will receive an with your suggestions. When they click any suggestion, they can Accept or Reject it.

20 GOOGLE APPS - GROUPS PART 5 Groups Share content with multiple people using one address Google Groups makes it easy to share your content such as Google Calendars, Sites, Docs, and files stored in Google Drive with multiple people. As you add new people to your groups, they ll automatically gain access to content you previously shared with that group. Similarly, if you remove someone from a group, that person no longer has access to any content you shared with the group. Examples Quickly share documents and resources with your entire team, without adding individual addresses. Manage and change access permissions for everyone at once, instead of changing them for each person manually. Send status updates or reminders to project teams, departments, clients, and more, so all relevant people are on the same page. If someone leaves the team, there s no need to hunt down everything you ve ever shared with them; just remove that person from the group, and they can no longer access any previously shared content. 5.1 CREATING A GROUP 1. In Groups, click CREATE GROUP and enter your information, such as the group s address. If you re creating a group within your organization, your group s address will end with pottstownk12.org. If you re creating a public group, your group s address will end with googlegroups.com. 2. At the top of the page, click CREATE. 3. Add people to your new group. 4. Select content that you want to share, such as Calendars, Sites, Docs, and files stored in Drive. 5. Find the sharing feature for your content: Calendar: In the sidebar, click Calendar dropdown arrow next to the calendar you want to share and select Share this Calendar. Sites: Click Calendar settings > Sharing and Permissions. Docs, Sheets, and Slides: Click Share in the upper corner. Forms: Click File > Add collaborators. Drive: Click Docs share. 6. Enter your Groups address (such as intervention@pottstownk12.org) where prompted and confirm your sharing permissions.

21 GOOGLE APPS -GROUPS Groups Cheat Sheet groups.google.com Manage and participate in online discussions with Google Groups. 1 Access your groups, or create new ones Switch from public Groups to your organization s Groups Note: If you create a new group before switching your organization view, your group will be publicly visible and appear in Google Search results. Make sure you create your groups in the right place! Search for groups and messages Find groups to join or posted information you need. View Groups you ve joined See content you ve posted Create a new group Create a Q&A forum for your customers, a mailing list for your team, and more! 2 Participate in group discussions Post new topics or questions Participate in a discussion Click any topic to reply, print discussions, delete messages, and more. 7 3 Manage your groups. 8 Change your Groups settings Edit membership settings, subscriptions, update notifications, and more Manage selected topics Close a topic to replies, delete topics, and more.* Manage group members Invite or directly add new people, change members permissions, remove people from the group, and more.* 10 *Group owners and managers only

22 GOOGLE APPS - SHEETS PART 6 Sheets What can you do with Sheets? Handle task lists, create project plans, analyze data with charts and filters, and much more. With Google Sheets, you can create and edit spreadsheets right in your web browser no special software is required. Even better, multiple people can work at the same time, you can see people s changes as they make them, and every change is saved automatically. 1 Create and simultaneously edit spreadsheets with your team, right in your browser. Analyze data with charts and filters, handle task lists, create project plans, and much more. All changes are saved automatically! Customize your spreadsheet and data. Change title Copy formating from one section of text and apply it to another Add or edit cell borders Merge cells Undo/Redo your last changes To enter data, click any cell and start typing Format your data as currency, percentages, decimal places, or other options. Format your text Add links, comments, charts, filters, or functions 2 Work with rows and columns. 1 Add rows and columns Select a cell, click Insert, and choose where to add the row or column next to that cell. 2 Delete or hide rows and columns Right-click the row number or column letter and select Delete or Hide. 3 Move rows and columns Click the row number or column letter to select it. Then, drag it to a new location. 4 Freeze header rows and columns Keep some of your data in the same place. On the menu bar, click View. Then, choose an option under Freeze. 3 Click to share your spreadsheet, then choose what collaborators can do. They ll also receive an notification. Share or unshare Edit content directly Suggest edits Add comments Can edit x x x x Can comment x x Can view 4 Collaborate with your team in real-time. 5 Create different versions and copies of your spreadsheet. Chat with other people viewing the spreadsheet View comment history Make a copy Create a duplicate of your spreadsheet. This is a great way to create templates. See revision history See all the changes you and others have made to the spreadsheet, or revert to earlier versions. Download as Download your spreadsheet in other formats, such as Microsoft Excel or PDF. Insert comments Share with your team Publish to the web Publish a copy of your spreadsheet as a webpage, or embed your spreadsheet in a website. as attachment a copy of your spreadsheet.

23 Work with functions Your most important Excel functions exist in Sheets, too! Function Type Description AVERAGE Statistical Returns the numerical average value in a dataset, ignoring text. CHOOSE Lookup Returns an element from a list of choices based on index. COUNT Statistical Returns the count of the number of numeric values in a dataset. COUNTIF Statistical Returns a conditional count across a range. DATE Date Converts a provided year, month, and day into a date. DAYS360 Date Returns the difference between two days based on the 360 day year. FIND Text Returns the position at which a string is first found within text. FINDB Text Returns the position at which a string is first found within text counting each double-character as 2. IF Logical Returns one value if a logical expression is true and another if it is false. INDEX Lookup Returns the content of a cell, specified by row and column offset. INT Math Rounds a number down to the nearest integer that s less than or equal to it. LOOKUP Lookup Looks through a row or column for a key and returns the value of the cell in a result range located in the same position as the search row or column. MATCH Lookup Returns the relative position of an item in a range that matches a specified value. MAX Statistical Returns the maximum value in a numeric dataset. MIN Statistical Returns the minimum value in a numeric dataset. NOW Date Returns the current date and time as a date value. ROUND Math Rounds a number to a certain number of decimal places according to standard rules. SUM Math Returns the sum of a series of numbers and/or cells. SUMIF Math Returns a conditional sum across a range. TODAY Date Returns the current date as a date value. VLOOKUP Lookup Searches down the first column of a range for a key and returns the value of a specified cell in the row found.

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