Working with Google Apps & Tools. Kourtney Blackburn July 15, 2013

Transcription

1 Working with Google Apps & Tools Kourtney Blackburn July 15, 2013

2 Today s Goals Learn tools/settings within Gmail to make your more efficient Explore Google Chat, Calendar, Drive, and Print Apps Download apps to your mobile device if you ve brought one Consider ways you can use these apps/tools personally and professionally

3 Differences between Google Apps for Business & Google Apps for home Business Google hosts web services for you Has features such as conference room scheduling Allows you to have but use of Gmail and related Apps/Tools Standard/Home Google Apps for home lacks features some businesses needs, but is more or less the same Use of Gmail and related apps/tools

4 Gmail Some pros 15 GB of storage Great for multi-taskers; efficient Many ways to organize and customize Spam/anti-virus/malware checking very efficient Some cons Advertising Privacy concerns Social media integration- only Google+

5 Organizing your inbox Organize your inbox with: Importance markers Categories Priority sections Settings >Inbox > Inbox type Labels Filters

6 Conversations Gmail stacks all replies/forwards of the same into conversations Turn on or off in Settings Conversations can be muted or auto-archived

7 Other tools within Settings More organization options: Icons forwarding to other accounts All mail or certain mail (via filters) POP/IMAP for downloading Gmail onto other clients Thunderbird, Microsoft Outlook

8 Fun, life-saving Google Labs Gadgets/Add-ons created by Google Developers Not yet added to main Gmail functions Enable these in settings and they ll be available when appropriate! Undo Send Similar to undo feature at top of screen for moving an , archiving an Google Calendar Gadget Displays Calendar underneath contacts (left panel)

9 Searching in Gmail Search by: Contacts Keywords Labels (even Trash!) Stars, Info icons, & importance,markers Gmail will auto-complete searches over time based on importance ranking and your searches

10 General Google Apps Notes Is Gmail down? Why can t I get into Drive? For those rare times when Google services are down Sometimes apps for Google are not created by Google Use caution, look for the app developer/author How many users have downloaded the app? Does it seem legitimate?

11 Google Apps for Mobile Devices Most apps are available in the itunes or Google Play store, depending on your device Google licenses Android software (may have more options) If you purchased an Android Mobile Device, you may already have your Gmail account associated with it itunes App Store Google Play Store

12 Gmail App for ios (Apple devices) 2 ways to get Gmail: Can be configured to be your device s primary mail account in settings Can be configured with Gmail App and includes Gmail features Configure settings within device settings Configure settings within app for notifications, etc.

13 Gmail App for Android Devices Slightly different look Labels, stars, importance markers are available Can configure multiple Gmail accounts in 1 app Notifications can be configured within your device settings General settings can be configured within your app settings Swipe to update/sync

14 Google Chat Google Chat with anyone with a Gmail account, on or off the record On a desktop, mobile device ( Google Talk App) Can also call ($), video call, or SMS (50 message credit) Circle indicates your availability Busy, Available, Idle, Invisible Can set a status/message (like Facebook)

15 and Google Hangouts Google Hangouts= Google Chat 2.0 Requires a Google+ Account Existing Gmail users may need to sign up Try the new hangouts in this drop-down Hangouts app is phasing out Talk app Great opportunity for Educators: Educational Google Hangouts (Bill Nye + Asteroid Hangout) Business/Employees: Distance meetings, potential programming opportunities Personal uses: Family hangouts

16 Google Hangouts App Droid Devices Configure settings within App Imports contacts for ease Up to 15 people in Video Call Shows circles for Google+ ios Devices Configure settings within App Imports contacts for ease Up to 15 people in Video Call

17 Tasks Create task lists and access them: Within Gmail Within your Google Calendar On your mobile device s browser (no app) mail.google.com/tasks/a/gmail.com Add tasks and add a due date Automatically added to Calendar

18 Google Calendar Customizable display/organization: View, color-coding, busy or available options Customizable event features: Add a standalone or recurring event Sharable with other Gmail users (even your entire calendar) Invite users to events as you create them Create reminders: refill a precription, meeting for work, homework assignments due, etc. Be reminded with pop-ups, , and SMS notifications

19 Google Calendar Labs Gadgets/Add-ons created by Google Developers Not yet added to main Google Calendar functions Add an Attachment Google Doc or file from your computer Google Docs must be shared with others Jump to Date Without having to move through calendars or change views

20 Google Calendar App Droid Devices Google Calendar app/ pre-loaded device app are the same Color coding available Can add events and sync from device Setting event reminders is same as desktop Notification (device) ios Devices No Calendar App from Google Configure in general device settings Lacks color coding Can add events and sync from device Setting event reminders will set device reminders

21 Google Calendar App In browser, sync with your mobile to ensure updates on mobile are applied

22 Google Drive Formerly Google Docs, now Google Drive More robust capabilities Allows you to create general text documents, presentation slides, spreadsheets, forms, & drawings Can also connect Apps from the Chrome Web Store Great for teachers/librarians, and people on the go Many ways to organize (by owner, date edited, etc.)

23 Google Drive Collaborate with others anywhere, anytime Can allow others to edit (simultaneously, too!), view only, or own Can track changes, leave comments Can upload computer files/folders and convert to Drive documents Can download Drive documents as PDFs Can view attachments in Drive Google Drive for Desktop allows dropping/dragging from your desktop to upload to Google Drive space/drive App with the Drive icon

24 Google Drive App Droid Devices Can upload a document, spreadsheet, photo, folder Similar features to desktop application Not as easy to edit Can be made available offline! Great for watching your data usage or wi-fi dependent devices ios Devices

25 Google Print and Google Print App Send a document to a Cloud-Ready printer from any internet-enabled device (doesn t require a PC) Send a document to a regular printer connected to a desktop that is internet-enabled (Set up via Google-Chrome Advanced Settings) Send a document to print a PDF to Google Drive Print to a local FedEx office Print directly from certain Apps App only for Droid

26 Google Chrome +Web Store Google Chrome= Google s Internet Browser Sign in to Chrome via browser settings with Google Account to access history, searches, etc. across multiple devices Don t forget to sign out when you are on a public computer Add apps to your Google Homepage for easy access Great for multi-taskers or educators Add apps via the Chrome Web Store (most are free)

27 Google and Your Privacy When you are signed into your Google Account, it can: Tell the location of your device (if Wi-Fi/location settings are turned on) See your web history/searches Use your web history/searches to tailor Gmail ads Sign in to the Google Dashboard to control your privacy Apps will tell you what they ask to access (like on Facebook) on your mobile devices Limit Google s ability by editing privacy controls, using Incognito mode in Google Chrome, and erasing your history often! More information:

28 Questions?