CHAPTER 1: INTRODUCTION TO GOOGLE APPS

Transcription

1 CHAPTER 1: INTRODUCTION TO GOOGLE APPS 1.1 What is Google Apps Google Apps is a collection of advance Gmail which is the premier solution which bundle up with few more online collaborative applications such as Calendar, Contact, Docs, Sites, Talk and Video. Google Apps is currently offers in two (2) editions which are Google Apps for Corporate and Google Apps for Education. The Google Apps for Corporate come with 25GB of mailbox storage and cost at USD50 for each user perannum. However the Google Apps for Education come with 7.5GB of mailbox storage and is FREE! for all academic institution. 1.2 Why Google Apps - Free (Absolutely no cost of maintainance) - Unlimited user/mailboxes - Maintain GB mailbox size - Web access anywhere around the world. - Mobile access (iphone, Blackberry, Windows Mobile, Nokia E7X series) - Free Award Winning Antispam Software. - No advertisement or commercial banner. - Less or no maintenance required 1.3 Google Apps Main Features Google Offline Access Google has an early version of a new tool that provides offline access to your most recent messages. To enable the feature, click the Labs icon (green flask) in the upper-right corner of your Mail window. Then, under Offline, click Enable Mailbox Storage Your account has 7.4 GB of storage, which is 74 times the amount you had in current Microsoft Exchange Also note that Google Apps restricts the size of file attachments to 20 MB, so you don't have to worry about a few large files using up your storage space. 1

2 1.3.3 Mailbox automatic refresh The refresh rate is approximately every 2 to 5 minutes. If Google Mail is idle, the refresh rate is approximately every 10 minutes. 1.4 How to access Google Apps Google Apps is a web based application and can be access through internet browser. Currently all of these browsers are supported to run Google Apps, which are; Google Chrome Internet Explorer 6+ Mozilla Firefox 2.0+ Apple Safari 3.0. The google apps can be access at Other than the web, the Google Apps is also supported on mobile phone and third party client. 2

3 1.5 Mobile phone configuration Currently Google Apps support iphone, Blackberry, Nokia and Windows Mobile Phone. The summary of compability features are as shown below. Feature BlackBerry iphone Nokia S60 SyncML Windows Gmail sync Contacts sync Calendar sync Push support As with any service using push technology, Google Sync may cause increased usage of your device's battery. On most devices, Google Sync uses the Microsoft Exchange ActiveSync protocol. When setting up a new Exchange ActiveSync account on your device, existing data may be removed from your phone. Please make sure to back up before you set up Google Sync iphone Configuration To set up Google Sync on your iphone or ipod Touch device, please follow the steps below. Requirements and Upload 1. Google Sync is only supported on iphone OS versions 3.0 and above. You can check your current version by going to Settings > General > About > Version. To upgrade, follow the instructions at Please upgrade to iphone OS 3.0 before setting up Google Sync. 2. Perform a sync with itunes to ensure that Contacts and Calendars from your iphone are backed up to your computer. Instruction 3

4 1. Open the Settings application on your device's home screen. 2. Open Mail, Contacts, Calendars. 3. Tap Add Account Select Microsoft Exchange. Enter Account Info 5. In the field, enter your full UMMC address. If you address, you may see an "Unable to verify certificate" warning when you proceed to the next step. 6. Leave the Domain field blank. 7. Enter your full Google Account address as the Username. 8. Enter your Google Account password as the Password. 9. Tap Next at the top of your screen. 9a. Choose Accept if the Unable to Verify Certificate dialog appears. 10. When the new Server field appears, enter m.google.com. 11. Press Next at the top of your screen again. 4

5 12. Select the Google services you want to sync. 13. Unless you want to delete all the existing Contacts and Calendars on your phone, select the Keep on my iphone option when prompted. This will also allow you to keep syncing with your computer via itunes. If you want to sync only the My Contacts group, you must choose to Delete Existing Contacts during the Google Sync install when prompted. If you choose to keep existing contacts, it will sync the contents of the "All Contacts" group instead. You've set up Google Sync for your iphone. Synchronization will begin automatically if you 5

6 have Push enabled on your phone. You can also open the Mail, Calendar or Contacts app and wait a few seconds to start a sync Nokia Phone Before you start: * We strongly recommend that you back up any data from your phone using the Nokia PC Suite or other phone management software. * You'll also need to make sure that your phone is compatible with Mail for Exchange and that you've downloaded the latest version. URL: To configure the Mail for Exchange application for Google Sync, follow these steps: 1. Open the MfE folder on your phone and start the Mail for Exchange application. 2. Select Yes when prompted to create a new Sync profile. 3. Configure the profile with the following settings: * Connection o Exchange Server: m.google.com o Secure Connection: Yes o Access Point: your carrier's Internet access point o Sync while roaming: your preferred setting o Use default port: Yes 6

7 * Credentials o o o Username: Your full Google address, e.g. jon@gmail.com Password: Your Google Account password Domain: leave empty * Sync schedule o Decide when you want synchronization to happen. Leaving this Always On will ensure your data is always current, but will also consume more battery than other settings. * Calendar o o o Synchronize Calendar: Enable or disable Sync Calendar back: your preference Initial Sync: Decide if you want to keep existing Calendar events on your phone or replace them all with events synced from Google Calendar. * Tasks o Synchronize Tasks: No (currently not supported by Google Sync) * Contacts o Synchronize Contacts: Enable or Disable 7

8 o Initial Sync: Decide if you want to keep existing Contacts on your phone or replace them all with contacts synced from Google. * Synchronize No (currently not supported by Google Sync) Windows Mobile To set up Google Sync on your Windows Mobile device, please follow the steps below. Important Note: Make sure that you have backed up any Contacts and Calendars from your phone to your computer before proceeding. Getting Started 1. Open the Active Sync application on your device's home screen. 2. Click Set up your device to sync with it. 3. Enter m.google.com as the server address. 4. Ensure that the SSL option is selected. Sign In to Your Google Account 5. Click Next. 6. Enter your full Google Account address as the User name. (Eg: zahir@ummc.edu.my) 8

9 7. Enter your Google Account password as the Password. 8. Leave the Domain field empty. If your device requires you to enter a domain name, enter google. 9. Click Next. 10. Check Contacts, Calendar, or , depending on which you'd like to sync. (Tasks is not supported and will lead to an error if checked.) 11. Click Finish. 12. Press the Sync softkey on the left to synchronize. You've now set up Google Sync for your Windows Mobile device. 9

10 1.6 How Google Apps Differs from Microsoft Outlook Here are some key features that make Gmail different from Microsoft Outlook conversations instead of multiple messages Rather than listing each message reply as a new message in your Inbox, Gmail groups a message and its replies in a conversation, which is listed only once. Opening a conversation shows all its messages in a neat stack, which you can easily collapse or expand. When a new reply arrives, the stack grows and the conversation is marked as unread, indicating there s something new to look at. Grouping messages this way allows you to quickly retrieve all messages within a thread and reduces inbox clutter. Here's how a conversation appears in your Inbox......and here's what an opened conversation looks like: 10

11 1.6.2 Labels and stars instead of folders Instead of organizing messages in folders, you can organize your Gmail conversations by applying labels. The conversation can remain in your Inbox with the label clearly shown. Here's an example: As shown in the example, if a conversation applies to more than one topic, you can give it multiple labels. If you'd like to move a labeled conversation about of your Inbox, just click the Archive button. Whether or not a a labeled conversation is archived, you can list all conversations that have a specific labelby clicking the label name in the left pane of your Inbox -- similar to opening a folder of messages: Unlike with folders, if you've applied more than one label to a message, you can retrieve the message by clicking any of those labels. The Stars feature provides another way to categorize and access messages. Simply click the star icon to the left of any message to highlight it. You can then display all starred messages by clicking Starred in the left pane. 11

12 Tip: For more shapes and colors for your stars, turn on the Superstars feature in Gmail Labs: Cick the Labs icon (green flask) in the upper-right corner of your Mail window. Then, under Undo Send, click Enable Archiving online instead of saving to your desktop With Gmail, you no longer risk running out of space for storing . Instead, you get 7.5 GB of online storage space for just your own and attachments, all hosted on Google s secure servers. With that much space, you no longer need to save messages on your desktop in personal folders (PST files) to free up disk space, but can archive messages online instead. Just select a message and click Archive: An archived message is removed from your Inbox but you can still find it later by clicking All Mail in the left pane or using search. Or, add labels to messages before you archive them for even easier retrieval. Tip: Your All Mail link might be under the drop-down list in the left pane: 12

13 1.6.4 Google-powered search Gmail features the same powerful search technology used on the Web to perform accurate keyword searches of all of your and attachments. Search by keyword, label, date range, or a host of other options. By also archiving messages, you can instantly find any message you've ever sent or received, without having to create elaborate folder structures or keep unwanted correspondence in your Inbox. To find messages, simply type in the search box at the top of your Mail window. Or, for more refined searching, click Show search options: Then fill in the easy-to-use search form to find exactly what you're looking for! 13

14 CHAPTER 2: GMAIL Gmail is the main component in google apps. The Gmail module represent the and messanging function in google apps. For a start, please follow these step to access Gmail for UMMC. 1. Go to 2. Log in with your alias (for example: zahir@ummc.edu.my, please use zahir as the ID and password as googlepassword. 14

15 3. Change your password 4. Your Inbox Unread messages are in bold. To open a message, simply click it in your message list. 2.1 Conversation Replies to messages are grouped into conversations. A conversation keeps all messages in a thread together, which makes it easier to keep track of them and reduces inbox clutter. Here's how a conversation appears in your Inbox : 15

16 Note that the number of messages in a conversation appears to the right of senders' names. Here's what an opened conversation looks like: Note: You can't separate the messages in a conversation. However, if you want to send a reply but don't want it to be added to the conversation, you can simply change the subject line in your reply. 2.2 Compose a message 1. In the pane on the left, click Compose Mail. 16

17 2. In the To field, type the first few letters of recipient's name to look up the address in your corporate directory. 3. Enter a subject and the message text. 2.3 Add an attachment When composing a message, click Attach a file, and then browse to the file on your computer. 2.4 Send a message At the top or bottom on the message window, click Send. (Or, if you change your mind, click Discard.) At message appears at the top of the Mail window, confirming that your message was sent. 17

18 2.5 Reply to a Message You can reply to just the sender or to all recipients of a message. 1. Open the message. If the message is part of a conversation, open the conversation and select the message you want to reply to. 2. At the bottom of the message, click Reply (to reply to just the sender) or Reply to all (to reply to all recipients). 3. Optionally, add other addresses to which to send the reply. 4. Enter your reply in the message field. 5. At the top or bottom of the message, click Send. 2.6 Forward a Message You can forward a message, just a single message in a conversation, or an entire conversation. To forward a message or single message in a conversation: 1. Open the message. If the message is part of a conversation, open the conversation and select the message to forward. 2. At the bottom of the message, click Forward. 18

19 3. Enter the addresses to which to forward the message, and add any notes in the message field. Note: If you don't want to forward attachments, uncheck the box next to the attachment's file name, below the Subject field. 4. At the bottom or top of the message, click Send. To forward an entire conversation: 1. Open the conversation. 2. At the right of the conversation view, click Forward all. 3. At the bottom or top of the message, click Send. Note: The recipient receives a single message containing all messages in the conversation, listed in order of oldest to most recent. 2.7 Print a Message You can print a single message, an entire conversation, or just a single message in a conversation. To print a message or an entire conversation: 1. Open the message or conversation. 2. At the upper right of the message, click Print all. A printer-friendly version of the conversation appears. 19

20 3. Use your web browser's Print options to print the message. To print a single message in a conversation: 1. Open the conversation and select the message you want to print. 2. Click the down arrow to the right of Reply, and then click Print. A printer-friendly version of the message appears. 4. Use your web browser's Print options to print the message. 2.8 Create an signature 1. Open Gmail. 2. In the upper-right corner of the Mail window, click Settings. 3. On the General page, in the Signature section, create your signature. 4. Click Save at the bottom of the page. Note: You can format your signature using the Rich Text Signatures feature in Google Mail Labs: In the upper-right corner of your Mail window, click Settings > Labs. You can't add a corporate logo to your signature at this time. You can set up only one signature. 2.9 Create and apply labels Use labels to categorize your messages. Labels are like folders, but with a twist: You can apply multiple labels to message, so you can "store" a single copy of a message in multiple labels. You can also: Open a label on the left side of your Mail window to see all messages with that label 20

21 Search for all messages with a label See labels on your messages in your Inbox, so you can quickly identify different types of messages Make your labels easy to identify by applying different colors to them. To create a label: 1. Click the Labels drop-down menu and choose Manage labels. Tip: Alternatively, you can click Settings > Labels. 2. Under Labels, in the Create a new label field, type the name of your new label, and then click Create. To change the color of a label: 1. In your Labels list on the left, click the square to the left of a label. For example: 2. Select a color from the palette that appears. The change is instantly applied to all messages with that label. 21

22 You can remove a color by clicking Remove color below the color palette. Tip: Not enough colors? Try the Custom Label Colors feature in Google Mail Labs. In the upper-right corner of your Mail window, click Settings > Labs. To apply a label to a message: 1. Select the check box next to the messages you want to label, and then select the label name from the Labels drop-down menu. (Note that you can select more than one label.) 2. Click Apply. 22

23 Tip: If you want to move the messages out of your Inbox at the same time you apply a label to them, select the messages, and then select a label in the Move to drop-down menu. Or, just click and hold in the gray area to the left of the message......and drag it to a label's name: To move labeled messages out of your Inbox: 1. Select one or more labeled messages in your Inbox. 2. Click Archive. To view a labeled message you archived, just click the label on the left. 2.9 Set up filters Use filters to manage your incoming messages. With filters, you can automatically label, archive, or delete messages based on keywords and other criteria. Note: Gmail filters are similar to Rules in Microsoft Outlook. 1. Open Gmail. 2. In the upper right, click Settings > Filters > Create a new filter. Or, just click the Create a filter link at the top of the top of your Mail window: 23

24 3. Enter your filter criteria in the fields: 4. Optionally, click Test Search to see which messages currently in Google Mail match your filter terms. You can update your criteria and run another test search. 5. Click Next Step, then select one or more actions to apply to messages that match this filter's criteria: Note: These actions are applied in the order in which they are listed. For example, you could choose to forward matching messages to a specific address, and then delete the messages. 6. To apply the filter to messages you've already received, click Also apply filter to [x] conversations below. 7. Click Create Filter Set Up Delegated If your Google Apps administrator has enabled the mail delegation option for your domain, your manager can give you access to his or her account. What you can and can't do If you manager delegates to you, you can do the following on your manager's behalf: 24

25 Send new messages Respond to messages Manage messages, including creating and applying labels, setting up filters, archiving messages, and deleting messages However, you can't do the following in your manager's account: Change account settings (which includes delegating your manager's to another user Send and receive chat messages Use task lists How messages appear to recipients If you send messages using your manager's account, your manager's name appears as the sender in the recipient's message list. However, in the opened message, the sender appears as: your manager's name (sent by your address) Here's an example: Step 1: Set up access to Before you can manage your manager's (or any employee's ), your must first gain access to his or her , as follows: 1. Have your manager log in to his or her Google Apps Mail account. 2. In your manager's Mail window, click Settings in the upper-right corner of the page. 25

26 3. Click the Accounts tab, and then, under Grant access to your account, click Add another account. 4. In the address field, type your primary address, and then click Next Step. 5. In the confirmation message box, click Grant Access. You now have access to all of your manager's account. Step 2: Send from your manager's account After you set up access to your manager's Google Apps Mail account, you can access that account from your own account. Here's how: 1. Log in to your Google Apps Mail account. 2. In the upper-right corner of the page, click the drop-down arrow next to your address, and then select your manager's address. For example: 26

27 A new Mail window opens, showing your manager's . You can now send messages and manage on your manager's behalf. 3.0 CALENDAR 3.1 Set Up a Delegated Calendar Step 1: Set up access to a calendar Before you can manage your manager's calendar (or any employee's calendar), your must first gain access to his or her calendar, as follows: 1. Have your manager log in to his or her Google Calendar. 2. In your manager's calendar, click Settings in the upper-right corner of the page. 3. Click the Calendars tab, and then click Shared: Edit settings. 4. In the Person field, type your primary address, and then click Add Person. 5. In the drop-down menu, select the appropriate permission from the drop-down list, and then click Save. Make changes to events lets you edit your manager's calendar; Make changes AND 27

28 manage sharing lets you edit the calendar's sharing options as well. Now, when you log in to your Google calendar, you'll see your manager's calendar in the My calendars list on the left. You now have access to your manager's calendar and can see and modify all meetings on the calendar, including private and confidential events. Step 2: Set up notifications for your manager's calendar All notifications for delegated calendars are turned off by default. To receive and pop-up notifications for your manager's calendar, following these steps: 1. Log in to your Google calendar. 2. Your manager's calendar appears in the My calendars list, and his or her meetings appear on your calendar. 28

29 Note: If you cannot see your manager's events in your calendar, click the calendar in the list to highlight it. 3. Click Settings in the upper-right corner of the Calendar page. 4. Select the Calendars tab. Find your manager's calendar and click Notifications. 5. Set up an pop-up event reminders for the calendar. Select the invitations for which you want to be notified. To start, you can select all notifications, and later remove the notifications you don't need. 29

30 Tips on using notifications: When your manager is invited to an event, he or she receives an "Invitation" in their Inbox, and you receive a "New Event" message in your Inbox. For example: The "New Event" message gives you the event details but does not let you accept or decline the invitation for your manager from your Inbox. However, you can respond from the invitation that appears on your manager's calendar (which is shared with you). To quickly view your manager's calendar, click the view my calendar link in the "New Event" message. 30

31 3.2 Setting Up Meetings How can I see when someone is available? You have two options to see when someone or a room is available. Option 1. Check availability in an event. In the event's details, click the Check guest and resource availability link. Then add attendees and view their availability, or click the Find next available time link. 31

32 Option 2. Check availability through calendars. You can overlay other calendars on your calendar. Each calendar appears in a different color so you can tell exactly who is busy and when. To overlay calendars: In the Other calendars list on the left of your calendar, type the addresses of the employees whose calendars you would like to add. Once you add a calendar, you can click in the list to toggle it on or off. Note: A long list of calendars in the Other calendars list can make your calendar slow to load. 32

33 How can I invite groups to meetings? If your administrator has created groups (mailing lists) for your organization, you can invite a group to a meeting. Simply enter the single address for the group as a guest, instead of entering the individual addresses of all the members of the group. Important: At this time, if you invite a group to a meeting, you can't see the individual members of the group in your invitation. Therefore, you can't: Exclude any members before sending the invitation Check the availability of each member of the group Alternatively, you can invite the same group of people to different meetings by creating a personal contact group. A contact group is a easy way to add several individual addresses at once: 1. Open the Contact Picker by doing one of the following: o If you are creating an event invitation, under Add Guests, click Choose from contacts. o If you are composing an message, click the To: link. 33

34 2. In the Search my contacts field, start typing the name of a contact you want to add to your group. Then click the name to add it to the list below: 3. Continue adding contacts to the group. 4. When you are finished, click Save as Group. 5. Enter the name of the group, and click OK. For example: 6. To add the group to your message or event invitation, click Done. Then, you can quickly invite the same group to any future events you schedule in the future: 1. In your invitation, click the Choose from contacts link. 2. Select the group from drop-down list. 34

35 3. Click All to add everyone in the group to your event. How can I set up large meetings (over 100 people)? The maximum number of attendees for a single meeting is 500. If you need to schedule l arger meetings, please contact IT, who can provide a tool to help set up large meetings. Can I change the room on a duplicate meeting? Yes, you can change the room on a duplicate meeting using this workaround: 1. Open the meeting that you want to duplicate, and then, in the the More Actions dropdown list, select Duplicate Event. 35

36 2. In the Where field, delete one or more rooms. 3. Save the meeting, but don't send invitations. 4. Open the meeting again. The Check guest and resource availability link now appears. Click the link to add new rooms to the meeting. 5. Save the meeting, and send invitations to the guests. How can I find a conference room for recurring meetings? If you schedule a recurring meeting and the room you want to book is unavailable for more than 6 of the days that you requested, Google Calendar declines the meeting. If the room is available for all but 6 of the meetings in the series, Google Calendar sends you notifications for each of the declined days. You can then select a different room for those meetings by editing their details. Keep in mind, however, that once you change an individual meeting, it is no longer part of the series. For example, if you change the time of a recurring meeting, the time for the individual meetings for which you selected a different room won't automatically change along with the series. To find a conference room for a recurring meeting: 1. On the calendar, click in the time slot for the meeting series, and then click edit event details in the pop-up. 36

37 2. Enter a meeting subject in the What field. 3. In the Repeats drop-down list, select the repeat schedule. Tip: To schedule a monthly recurring meeting, you may want to select Weekly from the drop-down list, and then select the number of weeks to repeat in the Repeat every:? week field. If you select Monthly from the drop-down list, and then select Repeat By: day of the week, the meeting sometimes occurs after 4 weeks and other times after 5 weeks, depending on the number of weeks in the month. 4. Click the Check guest and resource availability link. Tip: In the Show drop-down list, select All Times to display a 24-hour schedule. 37

38 5. To add a guest, type his or her name in the Add a person field, and click Add. Tip: If you're adding multiple guests to the meeting, it's probably best to add them after you add the room. 6. Under Where, type a location in the Filter room search field. The rooms for that location appear in the room list box. Rooms that are available for the current day have a green icon; rooms that are not available on the current day have a red icon. Note: When you are scheduling a recurring meeting, you can ignore the availability icons, because they don't indicate the room's availability for the duration of the meeting series. 7. Select a room, and then click Add Room. Click OK. 38

39 8. To add guests, type or paste their addresses in the Guests panel. Separate addresses with a comma or a carriage return. 9. Click Save. 39

40 Tips: Schedule your meeting with an Until date 6 or 7 meetings into the future. If you do not receive any declines, try extending the meeting another month, and so on. If you select the Never option for the end date, Google Calendar may decline your meeting. In this case, try shortening the range of the meeting. For example, try selecting 1 year, 6 months, and so on. 40

41 If Google Calendar schedules your meeting but declines specific days, open each of those meetings and select a different room. When you save the event, make sure you select Only this instance. When I set up a meeting, how do I avoid being listed as an attendee? There are two options for creating meetings to which you do not want to be invited. If you use either of these options, the meetings won't display in your own calendar, but you can still find them. Option 1. Create the meetings on another calendar. This calendar may be another person's calendar -- such as an executive's calendar to which you have "modify" permission -- or a shared calendar, such as one you created just for this purpose. For example, a recruiter might create a shared secondary calendar named "New Hire Interviews," and use it to set up meetings on behalf of others, without being listed as an attendee. Because all the calendars to which you have "modify" permission appear in your My calendars list, you can view all of them together by overlaying them. This technique can help you find a meeting when you're not sure on which calendar it was created. You can see not only the meetings you created for yourself but also the meetings you created on behalf of others. These meetings are labeled "Created by <you> for <someone else>". Option 2. Create a meeting and decline the invitation when you receive it. To prevent these declined meetings from cluttering your calendar display, go to Settings > General > Show events you have declined, and select No. If you later want to find a meeting you declined, temporarily change this setting to Yes to display declined meetings. Can I prevent invitees from changing meeting details? If invitees change details about a meeting, their changes show up only on their calendars. Only the person who scheduled the meeting can make changes that appear on all invitees' calendars. Additionally, if the meeting creator modifies a meeting, the creator's updates override any changes that invitees made. For example, if you create a meeting and invite John, and then John changes the room, the room change shows up only on John's calendar. If, however, you later change the time of the meeting, the meeting is moved to a different time on John's calendar and the room change that John made no longer appears on his calendar. 41

42 3.3 Notifications How can I send meeting notifications only to specific people? To send notifications only to specific individuals, do the following: 1. Schedule the meeting. 2. Add the people to whom you don't want to send notifications. 3. Save the meeting, and then select Save. 4. Open the meeting and add the people to whom you want to send notifications. Don't make any other modifications to the meeting before you save it. If you change the time, room, description, etc., Google Calendar will send the updated notification to all guests on the meeting list. The only time Google Calender sends an update to only new guests is if your only change to a meeting is to add guests. 5. Save the meeting, and then select Save and send s. Only the newly added invitees received the notification. Note: Individual users can set a preference to not receive notifications. Can I add meeting notes for just one of the invitees? Not if you are the meeting organizer. If you are the meeting organizer and you add a note in the event Description field, it appears in the event on every invitee's calendar. I someone else is the meeting organizer, and you add a note in the calendar of the individual for whom you are a designate, only that individual can see the note. However, if the meeting organizer updates the Description field in which you put the note, your note is overwritten. How do I turn off automatically adding invitations to my calendar? 1. Click Settings on Google Calendar. 2. Under Automatically add invitations to my calendar, select No, only show invitations to which I have responded. 42

43 Important: If your manager's calendar is set up to show only invitations to which he or she has responded, your manager might miss a scheduled event. For example, if you schedule a meeting for your manager, but don't send an invitation, your manager will never learn of the meeting unless you specifically tell him or her about it. Can I create a resource or calendar that never accepts invitations? There is no way to set up a calendar that will decline all invitations by default. 3.4 Viewing Calendars How can I view a different time zone? You can change your calendar's time zone, as follows: 1. Click Settings on Google Calendar. 2. On the General tab, you'll see your current your time zone. To add an additional time zone, first, choose the country of the additional time zone, and then click the Show an additional time zone link. 3. Choose a time zone from the list and type a name in the Label field. 4. Click Save. How do I hide a meeting on my calendar? There is no way to hide individual meetings. However, you can hide meetings that you've declined. 43

44 Why does my calendar take so long to load? Having multiple calendars in your "Other calendars" list makes overlaying those calendars very convenient. But, having too many calendars in this list can increase the load time for your calendar. To hide a calendar from your "Other calendars" list, click the down arrow to the right of the calendar owner's name, and then select Hide this calendar from the list. Or click the calendar name in the list to deselect it, which prevents the calendar from overlaying in your calendar but still keeps it in the list. To redisplay the calendar, click the calendar name again. How can I hide meetings that I declined? If you don't want to delete the meeting, you can change your settings to hide all meetings that you have declined. 1. Click Settings on Google Calendar. 2. On the General tab, under Show events you have declined, select No. 3. Click Save Setting Up Your Calendar How do I set the time zone for my calendar? To change the default time zone and other settings, follow these steps: 1. Access Google Calendar. 2. In the upper right of the page, click Settings. 3. On the General page, in the Language section, select a language. 4. In the Country and Your current time zone sections, select the appropriate options. 5. In the Date format section, select an option. 6. In the Time format section, select an option. 7. Click Save at the bottom of the page. Does Google Calendar have event reminders? Yes, by default, Google Calendar displays a pop-up reminder 10 minutes before an event. You change the reminder time by editing the settings for your calendar. I set up event reminders, but I still don't see them. Why? To receive event reminders, make sure your Calendar window is open. Can I change the number of days that appear on my calendar? 44

45 Yes, you can specify a custom number of days. Click Settings in the upper-right corner of you Calendar window. On the General tab, select a number of days in the Custom view drop-down list. Can I view the number of the week in my calendar? No, this view isn't available. Can I show more than one time zone on my calendar? Yes, you can view two time zones in Google Calendar. To add another time zone to your calendar view, click Settings. On the General tab, under Your current time zone, select another time zone in the Additional time zone list. Scheduling Meetings Can I book rooms and resources using Google Calendar? Yes, we've added all the bookable resources to Google Calendar. In your invitation, click the Check guest and resource availability link. In the Find a Time window that appears, you can search for a resource or browse the list of resources. Can I book multiple rooms at once? Yes, you can book more than one room or resource for your event invitation. Can I invite a mailing list from our corporate directory to a meeting? No. If you invite a mailing list, the attendees won't see the meeting on their calendars. Therefore you must add each attendee individually to your invitation. Or, you can create your own "contact groups" using your Google Apps contacts picker, as follows: 1. In your invitation, under Add Guests, click Choose from contacts. 2. In the contacts picker that appears, start typing the name of one of the employees you want to invite. 3. When the name appears, click it to add it to the list below. 4. Repeat these steps for each employee you want to invite. 5. Then select Save As Group to create a contacts group in your personal contacts. 6. Enter a name for the group, and then click OK. 7. Then click Done to invite the group to your meeting. Now you can invite the same group to any meetings you schedule in the future, by clicking Choose from contacts and selecting the group in the drop-down list in the contacts picker and selecting Select all. Can I invite meeting attendees who are outside of UMMC/FOM? 45

46 Yes, you can send meeting invitations to any address. Will I get a notification if an attendee accepts my meeting invitation?< By default, notifications are turned off. But you can turn reminders on, and choose whether to receive a pop-up notification or an notification: 1. Access Google Calendar. 2. In the upper-right corner of the page, click Settings. 3. Click the Calendars tab. 4. Under My Calendars, click the Notifications link for your calendar. 5. Choose the settings you want. 6. Click Save. Can I see a list of attendees who have accepted my invitation? Yes, open the event details to see who has accepted your invitation. What's the maximum number of invitees for a meeting? The maximum number of invitees is 500. Can I set up a recurring meeting? Yes, Google Calendar fully supports recurring meetings. To set one up, in your meeting invitation, select an option in the Repeats drop-down list. As the meeting host, can I change the schedule by dragging the meeting to a new time on my calendar? Yes, if you drag the meeting to another time, Google Calendar will ask you if you want to notify your guests. Is there a way to invite an optional attendee to a meeting? Google Calendar currently does not include the option to specify optional attendees. As a workaround, you can indicate which attendees are optional in the Description field. How long do past events stay on my Google calendar? Your past events remain on your calendar forever, unless you delete them. If you want to view past events, make sure you wait a few seconds for Google Calendar to retrieve them for the date you select. 46

47 Can I create "live" links in my event description? Yes, but only if you don't let attendees edit the invitation (don't select the Guests can modify event check box). Note that, as the host, you always can edit the invitation, the links won't appear as "live" on your own calendar. However, you'll see the live links in the event confirmation message you receive. To create a link to a website in the event description, simply type the URL, such as You can also create linked text by using HTML tags. For example, to create the link Product Info, you would use HTML code in the format <a href=" Info</a>. If the HTML code is valid, Google Calendar hides the HTML when you save the event (but shows the text "Product Info"). It then creates the link in the invitation that attendees receive. Can I edit just one instance of a meeting in a recurring meeting? Yes. Open the instance that you want to edit, make your changes, and click Save. Google Calendar then asks you whether you want to apply your changes to just the selected meeting, all meetings, or all meetings moving forward. Can I make a meeting private? Yes, Google Calendar has privacy settings. In the event details, select Private so only others with Make changes to events privileges (or higher) for your calendar can see the event and its details. File Attachments in Calendar Can I attach files to a meeting invitation? At this time, Google Calendar does not support file attachments. To provide a file to meeting invitees, you can use any of the following methods: Method 1: Schedule the meeting, and then send the attachment in a separate message. Method 2: Post the document on the intranet and add a link to a document in your meeting invitation. Method 3: Create the document in Google Docs add the URL to the document in your meeting invitation. Use this method only if you know that all invitees have been migrated to Google Apps. Method 4: Schedule the meeting through Google Mail: Compose a new message addressed to your attendees, add the attachment, and then click Add event invitation. Enter details about your meeting, and then send the message. (If you want to check attendees' and resource availability first, create a new event in Google Calendar, but don't send the invitations. After you send the invitation in the message, make sure you edit the event details to book the resource you want to use.) If someone who is using Microsoft Outlook sends me an invitation with a file attachment, will I get the attachment? Yes, you'll still get the attachment in the invitation you receive. However, the attachment won't appear in the event on your calendar. 47

48 Calendar Sharing I gave another employee access to my Microsoft Outlook calendar. Can this employee automatically access my Google Calendar after the migration? Another employee's access to your calendar does not migrate automatically to your Google calendar. However, you can easily re-establish access by sharing your calendar. What level of access to others have to my calendar? Are my calendar details public? By default, your calendar is shared with everyone at UMMC/FOM, and they can see your calendar's free/busy information only. However, you can turn off calendar sharing. If you share your calendar with everyone at UMMC/FOM, you can specify whether they can see only free/busy information or all event details. You can also share your calendar with specific people at UMMC/FOM, and can give them one of the following levels of access: See free/busy information only See all event details Make changes to your calendar Make changes and share your calendar with others If I want to access another employee's calendar, such as my manager, does that person need to give me permission? Yes, if you want to access another employee's calendar, that person must give you permission, by editing the settings for the calendar. If someone shares his or her calendar with me, can I receive notifications when attendees accept invitations to that person's events? Yes, you can set up notifications for a shared calendar. However, by default, notifications are turned off. Here's how to turn them on: 1. Access Google Calendar. 2. In the upper-right corner of the page, click Settings. 3. Click the Calendars tab. 4. On the Calendars tab, click the Notifications link for the calendar. 5. Choose the settings you want. 6. Click Save. If someone shares his or her calendar with me, can I hide the calendar? Yes, you can hide the calendar by clicking it in your list of calendars on the left of your calendar view. 48

49 Meeting Invitations If I'm invited to a meeting, can I propose a new time for it? Not directly, as in Microsoft Outlook, but there's an easy workaround. First, open the invitation and, under Are You Coming?, select Maybe. Then do one of the following: To propose a new time to the host only, enter your proposal in the Add a Note field. To propose a new time to all the attendees, click the guests link in the upper-right corner to send your new proposal in an message to one or more attendees. Can I forward an invitation to another employee? Yes, if the meeting host selected the option to allow guests to invite others. If so, in your meeting invitation, click Add guests, type the address to which you want to forward the invitation, and then click Save. Google Calendar will ask you if you want to send an invitation to the new guest. The new guest will then always receive updates to the meeting from the host. Note that the meeting host is notified by that you invited another attendee. If someone outside of UMMC/FOM sends me an invitation from another type of calendar, can I accept the invitation on my Google calendar? Yes, in most cases, you can. If possible, Google Calendar inserts an Add to Calendar link in the invitation. Simply click the link, and the invitation is added to your Google calendar. Otherwise, if the invitation is in the standard.ics format (such as Microsoft Outlook and Lotus Notes invitations), you can download the.ics file and upload it to Google Calendar. Other Calendar Questions I don't receive an notification when an attendee responds to my meeting invitations. Why? By default, invitation replies are turned off in Google Calendar. You can turn them on by editing your calendar settings. 4.0 CONTACT 4.1 About your contacts You Google Apps account includes a Contacts Manager an online address book. The contacts in Contacts Manager fall under one of the following two categories: Personal contacts: If you imported your personal contacts from Microsoft Outlook to Google Apps, you can use your Contacts Manager to access all of these contacts and add new contacts and contact groups. You can look up a contact to find addresses and personal profile information, as well as quickly list all of the conversations you've had with the contact. 49

50 Shared corporate contacts: The addresses of all UMMC/FOM employees and outside contacts (such as vendors and suppliers) that your administrator added to Google Apps similar to the Global Address List you used inmicrosoft Outlook. You can access these addresses in Contacts Manager by searching for them. You can also find these addresses when you compose and message or schedule a meeting, using either autocomplete address entry or the contacts picker. Note: Our company mailing lists, called groups, aren't included in the shared corporate contacts list. You can find a list of our groups in the Groups directory: At the top of your Gmail or other Google service window, click Groups. Then, on your "My groups" page, click Browse all groups. 4.2 Auto-complete address entry Google Apps contacts manager knows the addresses of all your personal contacts and all UMMC/FOM employees, mailing lists, vendors, suppliers, and so on. In addition, it automatically remembers addresses of other people outside of UMMC/FOM with whom you've corresponded. Therefore, when you start typing an address in an message or meeting invitation, the addresses of personal contacts, employees, and anyone with whom you've corresponded automatically appear. For example: 4.3 The contacts picker The contacts picker lets you select any of your personal or corporate contacts when composing and messages or scheduling an event. With the contacts picker, you can search for contacts using auto-complete address entry or by browsing the list: 50

51 To access the contacts picker when composing and message: Click the To: link: To access the contacts picker when scheduling an event: In the event details window, click Choose from contacts under Add Guests: 51

52 4.4 View your personal contacts 1. Log in to Google Apps. 2. Click Contacts on the left or at the top of your window. Your Contacts Manager appears. For example: Your default contact groups: You'll see your contacts organized into these three default groups. Click the group name to see the contacts it contains. My Contacts: Any contacts that you've imported or created in Contacts Manager. 52

53 All Contacts: All the contacts in My Contacts, plus the addresses of people you've corresponded with, either inside or outside [your company name]. To add one or more of these addresses to My Contacts, select them, and then click Move to My Contacts. Most Contacted: The 20 addresses you use most frequently. Gmail automatically updates this list for you. You can create your own contact groups to organize your contacts and to quickly enter multiple addresses in messages and meeting invitations. See "Create Contact Groups." To view details about personal contacts: In your My Contacts group, select the contact. To view details about corporate contacts: 1. In the Search Contacts box, type part or all of the name of the contact. A list of possible matches appears. 2. Select the contact. 4.5 Add a personal contact 1. Open Contacts Manager. 2. Click the New Contact button in the upper-left corner of the contacts manager: 3. Enter your contact's information in the fields. For additional fields, click More. 4. Click Save. Note: Each time you reply or forward an message, or move a message from the Spam folder to your Inbox, contacts manager adds the addresses to the Suggested Contacts group in your Contacts Manager. 4.6 Create a contact group You can create a contact group in your Contacts Manager. Or, when composing an message or creating a meeting invitation, you can quickly create a new contact group using the contacts picker. To create a contact group using your Contacts Manager: 53

54 1. Open your Contacts Manager. (For details, see "Contacts Basics"). 2. Click the New Group button in the upper-left corner of the contacts manager. 3. Enter the name of the group. 4. Click OK. 5. Open My Contacts, and then select the contacts you want to add to the group. For example: 6. Open the Groups drop-down list at the top of the pane on the right. 7. Select the group to which you want to add the contacts. To create a contact group using the contacts picker: 1. Open the contacts picker by doing one of the following: If you are composing an message, click the To: link. If you are creating a meeting invitation, under Add Guests, click Choose from contacts. 54

55 The contacts picker appears: 2. In the Search contacts box, start typing the name of a contact you want to add to the group. Then click the name to add it to the list below. Add more contacts, as needed. 55

56 3. When you are finished, click Save as Group. 4. Enter the name of the group, and click OK. For example: 5. To add the group to your message or meeting invitation, click Done. 4.6 Use your groups as mailing lists To save time when sending an message or meeting invitation, use your contact groups. To send a message or meeting invitation to all the members of a group: Do one of the following: If you are composing an message, start typing the group's name in the To: field. If you are creating a meeting invitation, start typing the group's name in the Add Guests box. 56

57 To send a message or meeting invitation to selected members of a group: 1. Do one of the following: If you are composing an message, click the To: link. If you are creating a meeting invitation, under Add Guests, click Choose from contacts. 2. Select the group in the drop-down list in the contacts picker: 3. Select the contacts to whom you want to send the invitation. For example: Or, to send it to all contacts in the group, click Select all. 57

58 4.7 Accessing Contacts How do I access my list of contacts in Google Apps? In your Google Apps Mail window, click Contacts on the left. Will I be able to find addresses of contacts when I'm composing an message or inviting people to a meeting? Yes, you can access Google Apps contacts picker, which includes the addresses of all UMMC employees in Google Apps. Access the contacts picker as follows: When composing an message: Click the To: link. When creating a meeting invitation: In the event details window, click Choose from contacts under Add Guests. Can I see the members of a mailing list in our company directory in Google Apps? No, you can't view the members of a mailing list that was added to Google Apps. 4.8 Adding Contacts Can I transfer my personal contacts from Microsoft Outlook to Google Apps? Yes, you can download Google Apps Sync for Microsoft Outlook URL: to import all your personal contacts (as well as and calendar events) from your old account into Google Apps. Is there a way to automatically add new contacts based on people with whom I've corresponded? Yes. Whenever you send an message to someone, the Google Apps contacts manager adds that person's address to your Suggested Contacts list. You can then select the addresses you want to add to your personal contacts, as follows: On the left of your Mail window, click Contacts, and then click Suggested Contacts. Select the addresses you want to add, and then click Move to Contacts. Can I add a contact or contact group that's in the company contacts list to my personal contacts? Yes, if you've already sent to the contact or group, you can quickly add it to your personal contacts: 58

59 1. Open your Contacts list, and in the Search contacts field, start entering the contact's name or address. 2. When the contact appears, select it, and then click Move to My Contacts (above the contact's details on the right). If you haven't yet sent to a contact or group, you'll need to create a new contact and manually enter all the contact's information, including the address. Note: After you add a corporate contact to your personal contacts, you can add additional information to the contact's details. This information appears only in your personal contacts, not the corporate contacts. Can I upload a mailing list from Microsoft Outlook to my Google contacts? Not directly, but you can quickly recreate the mailing list in Google Apps as follows: 1. Open Microsoft Outlook and display the addresses in the mailing list. 2. In your Google contacts, click the New Group button. 3. In the Add to group field, start typing the address of a contact in the Microsoft Outlook mailing list (refer to the open Microsoft Outlook mailing list for the addresses). 4. When the contact appears, select it. Google contact manager adds the contact to the new group. 5. Continue adding contacts to the group. 4.9 Creating Contact Groups Can I create my own mailing lists in Google Apps? Yes, you can create "contact groups" by accessing your Google Apps contacts picker, and then creating a new contact group. Your contact group then appears in your personal contacts manager in Google Apps. To access the contacts picker: When composing an message: Click the To: link. When creating a meeting invitation: In the event details window, click Choose from contacts under Add Guests. If I create a contact group, can I delete members? Yes, you can edit a contact group to add or remove members at any time. Can I access my Google Mail and Calendar on my mobile device? Yes, UMMC supports mobile access on a BlackBerry/iPhone/Windows Mobile/Android devices. For information on getting Google Apps on your device, 59

60 Is there a contacts and calendar sync utility for BlackBerry? Yes. BlackBerry users can download the BlackBerry sync tool from the Google Mobile Support site. URL : GOOGLE TALK Gmail includes Google Talk, a built-in chat gadget that you can use to send and receive instant messages with your colleagues. You can also chat with anyone outside of PPUM who uses Google chat or AOL Instant Messenger (AIM). Want to hear and see the person you're chatting with? Just install the voice and video chat plugin to start having real conversations right in your Grmail window (see instructions below). Recommended: Also install Google Talk a standalone instant messaging client which you can use outside of Gmail. With Google Talk, you can set up alerts that pop up in the lower-right corner of your desktop whenever you receive a new message even if Gmail isn't open (see instructions below). To open the Chat gadget: Click Chat in the left pane of your Gmail window: To find a coworker with the Chat gadget: The Google Talk gadget shows a list of people you've recently communicated with. You can also find a coworker by starting to type his or her name or address in the Search, add, or invite field. For example: 60

61 To start a chat: Simply point to a user in the list or search results, and then click Chat: Note that a green dot appears to the left of a contact who is online. To chat outside of your Mail window: If you're chatting with someone, you can click the Pop-out arrow to use the Chat gadget outside of your Gmail window: 61

62 To set up chat options: In your Gmail window, click Settings in the upper right, and then click the Chat tab. You'll see options for saving your chat history, voice and video chat, sounds, emoticons, and more. To install the voice and video chat plug-in: 1. In Gmail, click Settings > Chat. 2. Under Voice and video chat, click Learn more to go to the page on which you can download the voice and video chat plugin: To install the standalone Google Talk client: Just visit the Google Talk page and click Download Google Talk: 62

63 6.0 GOOGLE DOCS 6.1 Access your documents To create a new document and to view a list of documents that you own or can edit: Directly visit the page Enter into your browser. Or, visit from another Google Apps product When you're using a Google Apps product (e.g. Mail, Calendar), you'll see other Apps products listed at the top left of the page. Simply click Documents to access your sites list. In your Docs list, you'll see all of the documents, presentations, and spreadsheets that you have access to. 6.2 Create a document Once you've accessed your Docs List, click the New drop-down menu and select Document create a new document. An untitled document will appear in your browser -- now you're ready to edit! 63

64 6.3 Rename your document Click on the title to rename the document. 6.4 Edit and format your document There are many ways to edit your document with the edit toolbar. You could stick to entering plain text, but why? Take advantage of the full range of features in Google Apps Documents to make your documents stand out from the rest. To get you started, here are a few ideas: 6.5 Insert images 64

65 Choose an image from your computer or from the web (via URL). Once your image is added, you'll be able to modify or remove it at any time. 6.6 Add a table Tables are a great way to organize information within your document. Start by choosing the number of rows and columns and then begin to format your table. 65

66 6.7 Share and collaborate Once you've created your document, share it with others! Collaborators will be able to edit the same document at the same time -- you'll always have the most up-todate version at your fingertips. To get started, click the blue Share button at the top right of the page. You'll see the following options: 6.8 Invite people Share your document with specific individuals and determine their level of access. To edit: Collaborators can add and edit content in your document. To view: Individuals can access a read-only version of your document. They won't be able to edit any content in your document. 66

67 You'll have the option to send an invitation (in message format) to view or edit your document. If you want to share your document without notifying others, click Add without sending invitation. 6.9 Get the link to share Sharing the link to your document is another way to allow others to view or collaborate on your content See who has access 67

68 To see who has access to your document, including their permission levels, select See who has access from the Share drop-down menu. Keep in mind that you can also alter permission levels in this section as attachment Send your document to individuals inside or outside of your domain by ing it as an attachment. You can decide the format of the attachment (e.g. Microsoft Word Document, Rich Text Format, etc.) and customize the message they will receive. 68

69 6.11 Publish as web page Publish your document as a web page and others can access and view it online. Your document will be assigned a unique address (URL) that you can send to your friends and colleagues View as web page (Preview) 69

70 Before you publish your document, preview it using this option. You'll be taken to a preview version of your document as a web page -- use your browser's back button or click Edit this page at the bottom of the document to return to editing Print To print your document, select File > Print A PDF version of your document will appear along with the print dialog box. 7.0 GOOGLE SITE 7.1 Access Sites To create a new site and to view a list of sites that you own or can edit: Directly visit the page Enter into your browser. Or, visit from another Google Apps product When you're using a Google Apps product (e.g. Mail, Calendar), you'll see other Apps products listed at the top left of the page. Simply click Sites to access your sites list. 70

71 Once you've accessed your sites, click the Create new site button to begin the process. 7.2 Create your site When you create a new site, you'll need to provide the following details (other information is optional, but these are required): Site name The name you select will autofill as the custom URL for your site. If you'd like a URL that differs from your site name, click into the URL field and make the appropriate changes (your title will not reflect the URL changes). Access level You control who can view your site. Remember, if you make your site public, anyone in the world will be able to view your site. Choose with care! 71

72 * Domain administrators control whether it's possible to make sites available to the public. Check with your domain administrator if you're not able to view this sharing option. Theme Themes determine the overall look of your site - from standard solids to whimsical backgrounds, you can be your own site designer with one click of the mouse! If you're not entirely happy with the colors or fonts in a certain theme, don't worry, you'll be able to customize colors and fonts after your site is created. That's it! Click Create site to finish the setup process. Your new site will automatically appear. 72

73 7.3 Edit pages in your site To edit a page, click the Edit button in the upper right corner of the page. An edit toolbar will appear that provides the tools necessary to edit the page. Add text, insert tables, and edit the layout of the page. There are also a variety of applications and gadgets available to enhance your site. 73

74 To start adding apps and gadgets to your site, select Insert, and pick the appropriate item you'd like to include. Some useful apps and gadgets include: Calendar: Make sure your project stays on schedule and embed a calendar that includes key due dates. Document/Presentation/Spreadsheet: Embed a Google Document - when the source is modified, the document is updated automatically within Sites (this is true when embedding documents, spreadsheets, forms and presentations) Video: Upload a video from YouTube or Google Video. Simply paste the URL, enter a title, and save. Map: Headed to an offsite meeting? Don't just provide directions, embed a map! Recently updated files: Lists the latest additions/updates to your file. There are also more gadgets created by Google and third-party sites available by selecting More gadgets... You'll be able to preview each gadget before adding it to your site. 7.4 Add pages to your site Add pages to better organize information in your site. The following formatting options are available, depending on the purpose of your page: Web : An unstructured page where you can add text, images, tables, and embed spreadsheets, presentation, videos and more. Dashboard: A web page that displays an overview of information. The twocolumn page is pre-formatted with four gadget placeholders - click on each gadget to select the information you'd like to embed (e.g. calendar, document, presentation, etc.) Announcements: An easy way to post chronological information (e.g. project updates, company announcements, etc.) 74

75 File Cabinet: Allows you to organize common documents in one place. Upload files from your hard drive and create a complete library of information. List: Choose from list templates, or configure your own custom columns to easily track items. Start : A web page with a special section that is restricted to each individual collaborator. Collaborators can still add content that everyone will see, but can add their own personalized set of gadgets that only they can view. 7.5 Share your site Now that you've created your site, share and collaborate with others! Click More actions in the top right of any page and select Share this site. As the site owner, you can control who can edit and view your site by adding others as owners, collaborators, or viewers. 75

76 Viewers can only view the content on your site (they won't be able to make changes or invite others to view your site). Remember, if you make your site available to your entire domain, you do not need to send invitations for specific people to view it. Collaborators can create, edit, organize and delete pages. Owners can do everything a collaborator can do, PLUS edit themes/layout, delete the site, and invite other owners, collaborators or viewers. 8.0 MIRGATING FROM MICROSOFT OUTLOOK TO GOOGLE APPS 8.1 MIGRATION Use Gmail Uploader Go to Click download Gmail Uploader 76

77 Save into desktop. Run the downloaded Google UploaderSetup.exe file and wait untill finish After complete, go to the desktop. a. Double click ikon Google Uploader on your desktop 77

78 Rajah 1 b. Click Next on the screen as shown below Rajah 2 c. Please fill in your new UMMC (in Google Apps) account information. Eg : hairunisah@ ummc.edu.my Password : abc

79 d. Please fill in the information of your existing UMMC account Eg : Username : PPUM\ Password : xyz12345 e. Please put in your personal password for Personal Folder if your have any. f. The screen below will be displayed. Please double click the Microsoft Outlook folder and explore which folder you need to migrate into Google Apps. 79

80 g. Please select the required folder that you wish to upload into Google Apps and then Click Next Rajah 9 h. Buat pilihan sama ada Create labels from folder names atau Archive everything> Klik Upload Rajah 10 i. The is uploading and this will depends on the internet performance and ans the number of need to be uploaded. Users are suggested to upload only important to the Google Apps or keep it in the Outlook Personal Folder for future reference. 80

81 If you reach the screen the is already uploaded 8.2 Calaendar Migration For calendar migration, you can use the same method in 8.1. However there are alternative way of doing this wehere your can user import/export features in Microsoft Outlook. Open Microsoft Outlook Go to File->Import/Export 81

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86 GO to Login using your id and password (Google Apps id and password) Go to Setting Then click import in CSV Go to Calendar Menu 86

87 Click Import calendar And browse the save Calendar folder in MY Doucment (or any folder that you save the Export Calendar) and then click Import button. 87

88 Finish 8.3 Contact For contact migration, you can use the same method in 8.1. However there are alternative way of doing this wehere your can user import/export features in Microsoft Outlook. Open Microsoft Outlook Go to File->Import/Export 88

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92 GO to Login using your id and password (Google Apps id and password) Click More->Contact Menu 92

93 Go to Import Button 93

94 Click Import calendar And browse the save Contact folder in MY Doucment (or any folder that you save the Export Contact) and then click Import button. 94

95 Finish 9.0 GOOGLE APPS ISSUES AND LIMITATION - - No Public Folder - No subfolder - Mailbox rules not migrated over, need to recreate - Contact - No picture - No Global Address Book List - Calendar - By default every calendar is shared (view all detail), user might need to restrict calendar permission themselves - Meeting invitation must be one by one not distribution group - Journal 95

96 - No Journal - Notes - No Notes - Mail Migration - In batches - Manually each user - Slow 10.0 FREQUENTLY ASK QUESTIONS (FAQ) 10.1 Gmail Can Google Mail automatically spell-check messages I write? No, Google Mail doesn't include automatic spell-check. However, you can check your spelling at any time by clicking Check Spelling at the top of the message you're composing. Misspelled words are highlighted in yellow. Click a misspelled word to see suggestions for similar words. Can I check the spelling for a language other than English? Google Mail automatically checks spelling in the default language selected in your Settings. To check spelling in another language, click the down arrow next to Check Spelling, and then select the language. In Microsoft Outlook, I could add voting buttons to a message and track the replies from recipients. Can I do the same thing in Google Mail? Yes, the combination of Google Mail and Google Docs provides a similar feature, but with even more options. At the top of your Mail window, click Docs. Then click New > Form. Use the options on the form to create voting options (or many other types of questions and fields), and then the form. To track results, simply return to the form and click See responses. Is my signature applied when I reply to or forward a message? Yes, Google Mail adds your signature to the end of every message you reply to or forward. Note that if the message or conversation is long, you may not see your signature initially, because it's added to the very bottom of the original message or conversation. File Attachments in Mail Is there a size or type limitation for file attachments in Google Mail? 96

97 Yes, to help prevent viruses, Google Mail won't accept file attachments that are executable files (.exe). There's also a 20 MB size limitation for attachments. Using Labels, Stars, and Filters There are no folders in Google Apps . How do I organize my messages? Instead of folders, Google Mail has a "labels" feature. Labels are similar to folders, but are more powerful and flexible, because you can add multiple labels to a message to categorize it in several ways. If I label a message and archive it, but later remove the label, what happens to the message? The message remains in your All Mail archive, but without the label. You can easily find it again later using Google search. Can I apply more than one label to a single message? Yes, you can apply any number of labels to a message: Select the message in your Inbox, or open it, and select one or more labels in the Labels drop-down list at the top of your Mail window. Is there a limit to the number of labels I can create? You can create up to about 200 labels. How do I move a message from my Inbox to a label? If you've already created the label, select the message in you Inbox or open it, and then select a label in the Move to drop-down list at the top of your Mail window. If you haven't yet created the label you want, select Create new instead. If you want to move a message to multiple labels at once, select the message in you Inbox or open it, and then select the labels in the Labels drop-down list at the top of your Mail window. Then click Archive. How do I add a color to a label? After you create a label, find it in your Labels list at the left of your Mail window. Put your mouse pointer over it, and then click the down arrow that appears. Choose a color from the list. Can I change the label on one or more messages? 97

98 Yes. To change a label on a single message, select the message, and then, in Labels drop-down list at the top your Mail window, uncheck the label currently applied to it. Then select another label and click Apply. To change a label on all messages that have that label, click the label in your Labels list at the left of the Mail window. At the top of the list that appears, click Select all. Then, in Labels drop-down list, uncheck the label you want to remove, and select the new label you want to apply. Click Apply Can I create sub-labels to recreate the folder tree I set up in Microsoft Outlook? No, but Labels allow you categorize messages in multiple ways, so you'll probably find that you don't really need subfolders anymore. For example, you could apply the labels "Projects," "Marketing," and "Widget Campaign" all to the same message. You can then find the message by clicking any of those three labels in your Labels list. All three labels appear at the top of the message, so you can always see how you've classified it. Alternatively, you can simulate a folder tree with labels, as follows: 1. Use a character, such as a forward slash (/) to separate your top-level label from sub-labels. 2. Create sub-labels by appending them to your top-level labels using the separator. For example, with the top-level label "Projects," your sub-labels might be "Projects/Artwork" and "Projects/Brochures." When setting up an filter, can I apply more than one label for the action? You can apply only one label per filter. However, if you want to add multiple labels to a filtered message, you can do the following: Create multiple filters with the same criteria, except specify a different label for each filter. If you receive a message that meets the criteria for the filters, Google Mail will apply the multiple labels to that message. Can I delete a label from a single message or all messages that have that label? Yes. To delete a label from a single message, select the message, and then, in Labels drop-down list at the top your Mail window, uncheck the label. Click ApplyTo delete a label from all messages that have that label, in the Labels drop-down list, select Manage labels. (You can also click Edit labels at the bottom of your Labels list at the left of the Mail window.) In the list that appears, find the label, and then click Remove. If I set up a filter to add a label to specific incoming messages, but then later delete the label, is the filter also deleted? No, even if applying the label was the only action for the filter, your filter is not deleted. You can edit the filter to specify a different label or another action. What are "plus addresses"? 98

99 With Google Mail, you can create any number of unique addresses for your account, using "plus addresses." Simply add a plus sign and text after your user name but before sign in your address. You'll then receive any messages sent to that address. For example, messages sent to jane.doe+notes@ummc.edu.my are delivered to jane.doe@ummc.edu.my. How do I use plus addresses with filters? If you use a plus address, such as jane.doe+notes@ummc.edu.my, you can then set up a filter to perform an action on any messages sent to that address. For example, if you want to save daily notes in Google Mail, create a filter for a "+notes" address to automatically label and archive messages you send to that address. Or, if you're working with a client, tell the client to send all to your "+client.name" address. Set up a filter for that address to automatically apply a label to messages the client sends to you. What are stars and how do I use them? Stars are a way to highlight messages. Assign stars to special conversations or messages in your Inbox, or use them as a visual reminder that you need to follow up on a message or conversation later. To quickly see all messages with a star, click Starred at the left of your Mail window. Working with Your Messages Can I highlight messages in my Inbox? Yes, you can use labels and stars to highlight messages in your Inbox. For example, you might create a label named "Action" and apply the color red to it, so you can easily see it in your Inbox. Can I mark a message as "unread" in my Inbox after I open it? Yes, in your Inbox, select the message. Then, in the More actions drop-down list, select Mark as unread. Can I sort messages in my Inbox to move unread messages to the top? No, you can't sort messages in your Inbox. What does it mean to "mute" an conversation? If you're subscribed to a mailing list, you might receive messages in a very long, ongoing conversation. If you'd rather not receive anymore messages in that conversation, you can "mute" the conversation to keep all future additions out of your Inbox. To mute a conversation, select it in your Inbox or open it, and then click Mute under More Actions at the top of your Mail window. Note: The mute feature works only for messages you received as part of a mailing list. If the message was sent directly to your address (your address appears in the To or CC field), you can't use the mute feature. Can I "unmute" a conversation? 99

100 Yes. First, find the conversation. An quick way to find it is to type is:muted in the Search field. Then, select the conversation and select Inbox in the Move to drop-down list at the top of your Mail window. Can I make the "quoted text" in a conversation visible by default? No, quoted text is always hidden by default. Archiving and Deleting Messages What is the difference between deleting and archiving messages? When should I delete and when should I archive? If you either delete or archive a message, it's removed from your inbox. If you delete a message, it's placed in the Trash and then permanently removed from your Google Apps account after 30 days. On the other hand, if you archive a message, it's moved to All Mail (your archive), where you can easily find it in the future, using Google's powerful search feature. How long do messages stay in my archive? Messages remain in your archive forever, unless you choose to delete them 100

101 How long do messages stay in the Trash? Messages remain in the Trash for 30 days. After that, Google Mail permanently deletes them. Can I move message out of the Trash? Find the message in the Trash and select it. Then, in the Move to drop-down list at the top of the Mail window, select Inbox. If I delete or archive a meeting invitation from my Inbox, is the meeting removed from my calendar? No. Deleting or archiving a meeting invitation does not affect the invitation on your calendar. If I archive or trash a message, and then someone replies to it later, will it show up in my Inbox? Yes, if someone replies to a message you archived or trashed, that message appears in your Inbox as a conversation, with all previous content. If you applied a label to the archived message, the label will appear in your Inbox. If the message was permanently deleted from the Trash, you'll see an option at the bottom of the message to view the deleted messages in the conversation. However, the message won't have the original label you applied to it. Should I delete or archive message in the Sent folder? There's no need to delete or archive messages in the Sent folder. Messages remain in this folder forever, unless you delete them. But, because you have 25 GB of storage space, you can keep messages in this folder to refer to them later, if needed. Also, note that messages in the Sent folder are actually archived in All Mail, so even if you archive these messages, they stay in the Sent folder. Searching for Messages I can't always find messages I search for. How does Search work? To search for messages, type a word that the messages contain. Note, however, that Search matches "whole words" only that is, it doesn't recognize partial or similar matches. For example, if you search for benefits, Search won't find benefit or benef. Also, Search doesn't recognize special search characters, such as square brackets, parentheses, currency symbols, the ampersand, the pound sign, and asterisks. By default, Search doesn't look in your Trash or Spam folders. To search those folders also, click Show search options next to the Search field, and then, in the Search drop-down list, select Mail & Spam & Trash. 101

102 Handling Spam How long do messages remain in my Spam folder? Messages remain in the Spam folder for 30 days. After that, Google Mail permanently deletes them. How do I prevent messages from specific senders from being tagged as spam? To make sure that any messages you receive from a specific person outside our domain pass through the spam filter, create an filter using the Never send it to Spam option: 1. In Google Mail, click Settings > Filters > Create a new filter. 2. Enter the person's address in the From field, and then click Next Step. 3. Select Never send it to spam, and then click Create Filter. Setting Up Google Mail Can I change the colors of my Mail window? Yes, you can choose from a number of different color schemes, or even create your own! To change the colors, click Settings in the upper-right corner of your Mail window. Then select Themes. What is the maximum number of characters I can use for my signature? Your signature can contain up to 2000 characters. Can I format my signature and add graphics? You can format your signature using the Rich Text Signatures feature in Google Mail Labs. To enable the feature, click the Labs icon (green flask) in the upper-right corner of your Mail window. Then, under Rich Text Signatures, click Enable. 102

103 Can I create my own mailing (distribution) lists? Yes, you can create a personal mailing list (called a contact group in Google Mail) using the contacts picker, which includes the addresses of all PPUM/FPUM employees in Google Apps. Access the contacts picker as follows: When composing an message: Click the To: link. When creating a meeting invitation: In the event details window, click Choose from contacts under Add Guests If you need to create a corporate mailing list that other employees can use, please contact PTj Nadi IT. 103