d&l industries google apps end-user training
TRANSCRIPT
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End-User Training
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Getting Started
URL: accounts.google.com
Username:frstnameinitialmiddleini
[email protected]: password
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Agenda
• Going Google
• Learning Objectives
• Topics (Discussion and Hands On)o Gmailo Contactso Google Talko Google Calendar o Google Drive and Docso
Overview o Groups and !ites• "eep #our data sae in t$e Cloud
• %&'
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Going Google
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GMAILEmail with Google-powered search, up to 30GB of storage,
oine support, custom email addresses and much more
CALENDAREasil! schedule meetings at time that wor" for e#er!one, getreminders and share calendars$
DRIVEGoogle %ri#e allows !ou to store !our &les in the cloud, sharethem and ha#e access to them from an!where$
DOCS
'reate, share and wor" on documents with !our whole team inreal time$
Google Groups for Business'reate mailing lists and discussion groups$
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MOBILEEasil! schedule meetings at times that wor" for e#er!one, get
meeting reminders and share calendars$
TALK!ANGO"T(llows !ou to conduct meetings online and chat with !our peers$
SITES)hared wor"space for the team$
CONTACTS*anage !our contacts$
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Learning O#$e%ti&es
pon successul completion o t$is training #ou s$ould be able to*
• Compose repl# and orward emails• +anage contacts• ,nstant message a colleague
• !et a meeting• !end a calendar invite• nderstand t$e eatures o Docs• Create and s$are iles using Docs• Collaborate wit$ colleagues• Create sample documents spreads$eets presentations orms and
drawings
• Create sample site• Create-join a group
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Topi%s
Gmail
• .mail /asics (Compose 0epl# 1orward)• +anaging .mails and Tasks (Labels 1ilters and
Tasks)
• 'djustment !ettings (!ignature 2acation0esponder)
Contacts
• +anaging ContactsGoogle Talk• !ending ,nstant +essages
Google Calendar
• +eeting !c$edule•
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Topi%s
Google Drive
3 'ccess3 +anage 1iles and 1olders
3 !#nc
Google Docs (Docs !lides and !$eets)
3 Create3 .dit
3 !$are
3 4ublis$
3 4rint
Google Docs (1orms and Drawings)
3 Create
3 !$are
3 'nal#5e
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G'ail
+anage inormation better • 30GB shared mailbox storage er user 6 never waste time managing
7uotas again
• !earc$ #our email 66 ind w$at #ou need 7uickl# and easil#
•se labels to ilter and sort messages
• Conversation t$reading to $elp manage #our inbo8
'n#time an#w$ere access• 9eb access rom an# connection• +obile access*
o /lackberr#o i4$one
o 'ndroid
o 9indows +obile
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G'ail
:our ,nbo8
Let;s navigate Google +ail
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G'ail
!ands On
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Hands On 'ctivit#*
= Compose and send email to #our seatmate=
a= ,nclude email receipt?= Create Label
a= Label name @ name o #our seatmate
A= Create 1ilter and assign to t$e created label
B= Create 2acation 0esponder
G'ail
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Google Conta%ts
9it$ Google 'pps #ou can easil#• organi5e
• ind contact
• track inormation
about all t$e people and groups #ou correspond wit$
bot$ personal contacts and people in #our organi5ation=
:ou can manage contacts in an online address book called
t$e Contact !anager = 'nd #ou can 7uickl# ind addresses
w$en composing mail messages or setting up calendarevents=
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Open #our Contact +anager
To view and manage #our contacts
open #our Contact !anager = 1rom
#our Gmail window click t$e !ail
logo and c$oose Contacts rom t$edrop6down=
Google Conta%t
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+# Contacts
9$en #our Contact +anager irst opens it s$ows #our personal contacts
w$ic$ are listed in t$e !" Contacts group= (, #ou $avent #et imported or
added an# personal contacts t$is list will be empt#=) To see details about a
contact just click t$e contact=
Google Conta%t
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Google Tal(!angout
0eal6time communications
• ,nstant messaging• ,+s arc$ived and searc$able wit$ email• ,ntegrated directl# into t$e ,nbo8
!imple to deplo# and manage
• Eo client applications• /uilt rig$t into t$e web6browser
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Google Calendar
0ic$ unctionalit#
• %uickl# add meetings and indavailable times and resources
•!#nc to /lackberr# i4$one
'ndroid and 9indows +obile
!$are calendars or easier
collaboration
• Corporate calendars• Team calendars• Launc$ calendars• .ven e8ternal calendars
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Google Calendar) S%*edule aMeeting
:ou can sc$edule a meeting b# clicking t$e Create button or b# clickingan#w$ere on #our calendar=
= Do eit$er o t$e ollowing*
Option 1: ,n t$e upper6let o #ourcalendar click Create to open t$e
event details page=
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Google Calendar) S%*edule aMeetingOption 2: Or click a spot on #our calendar to create a
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Google Calendar) Setting up aRe%urring Meeting
!et up a recurring meeting
= C$eck t$e bo8 to t$e let o
#eeat=
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Google Calendar) Setting up aRe%urring Meeting
?= ,n t$e #eeat pop6up select an
option rom t$e #eeats drop6
down=
A= Depending on #our selection
rom t$e #eeats drop6down
urt$er deine $ow t$e meetingrecurs including speci#ing start
and end dates (i applicable)=
B= 1inis$ creating #our meeting as
usual=
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Google Calendar!ands On
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1$ 'reate a meeting in#ite to the one 2eside !ou$
$ 'reate a recurring meeting to the one 2eside!ou$
3$
)hare a calendar and change sharing settings$
Google Calendar)
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'ccessible an#time an#w$ere===• $ccess ever"thing in "our Google Drive %rom all "our devices&
o +ac-4Co !martp$oneo Tablet
• 'ee %iles s"nced
!$are and collaborate===• (to emailing attachments. (tart sharing.
• 'ee collaborating)
nlimited !torage or Google Docs iles===• 30 GB shared doc storage er user on Google Drive
o Onl# items t$at #ou;ve s#nced or uploaded use storage space
Google Dri&e
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Google Dri&e
'ccess #our Drive
Go to Google Drive on t$e web at drive.google.com or click t$e Drive tab above
#our browser=
http://drive.google.com/http://drive.google.com/http://drive.google.com/
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Google Dri&e
Google Drive or +ac-4CGoogle Drive or #our +ac-4C is an application t$at installs a older on #our computer
not unlike ot$er olders on #our computerF e8cept or one big dierence* automatic
s#ncing wit$ #our Google Drive on t$e web
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Google Do%s+ Slides and S*eets
.ssential editing capabilities• 9ord processing spreads$eet and presentation capabilities
• ni7ue eatures like orms or spreads$eets and remote viewing o
presentations
1ocused on collaboration• 0eal time co6aut$oring built into all o t$e applications
• Control access to documents at
user group and compan# levels
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Google Do%s+ Slides and S*eets
Limitation• T$ere is ?G/ limit per ile
• Documents* A c$aracters regardless o t$e number o pages or
ont si5e= ploaded document iles t$at are converted to t$e Google
documents ormat cant be larger t$an > +/=
• (readsheets*
Eew* Eo more limits (released December
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Google Do%s+ Slides and S*eets
• !" Drive* .ver#t$ing in #our Google Drive on t$e
web t$at #ou want to s#nc to ot$er devices w$ere t$e
Google Drive application is installed= 'utomaticall#
includes ever#t$ing #ou;ve created or
uploaded-s#nced=
• (hared +ith me* 1iles t$at ot$ers $ave s$ared wit$
#ou=
• (tarred* 1iles and olders t$at #ou;ve deemed as
star6wort$#=• $ctivit"* .ver#t$ing in #our Google Drive in t$e
order it was last updated=
• #ecentl" oened* .ver#t$ing #ou;ve recentl#
viewed or worked on in t$e order it was last updated=
'ccessing #our iles
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Google Do%s+ Slides and S*eets
Create• Create basic documents presentations and spreads$eets rom scratc$
• Uload e8isting documents presentations and spreads$eets
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Google Do%s+ Slides and S*eets
.dit• .dit #our iles easil#
• Toolbar to edit ormatting
Docs
*resentations
(readsheets
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!$are and Collaborate• .dit wit$ ot$ers in real time
• Documents presentations and
spreads$eets can $ave open
or restricted access
• !$are instantl#
Note: !on"t ant files to be donloaded#
$his is possible to non-Google editor file
t%pes in Google !ocs. $his restriction can
be applied to .ppt& .pdf& video& and image
files for e'ample.
Google Do%s+ Slides and S*eets
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Google Do%s+ Slides and S*eets
!$are and Collaborate• Collaborate wit$ simultaneous edits
, #ou want to know w$o is making c$anges just $over over t$e cursor*
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Google Do%s+ Slides and S*eets
4ublis$• 4ublis$ content to #our domain
• Control w$o $as access to t$e pages
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Google Do%s+ Slides and S*eets
4rint
To print #our document click 1ile I 4rint= ' 4D1
version o #our document will appear wit$ t$ese
print options*
, #ou need more advanced options or i s#stemprint settings override #our Google Docs print
settings click *rint using s"stem dialog=
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Google Docs, (lides and (heets
ands n
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Google Do%s+ Slides and S*eets
Hands On 'ctivit#*
= pload and convert a ile
?= .8port a document presentation or works$eet
A= 4ublis$ a document saved in #our Drive
B= !$are it to #our seatmate and start collaborating
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Google 1orms is a useul tool to $elp #ou lan events send a surve"
collect other in%ormation in an eas# streamlined wa#= ' Google orm can be
connected to a Google spreads$eet= , a spreads$eet is linked to t$e orm
responses will automaticall# be sent to t$e spreads$eet=
Google ,or's
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$ tour to Google %orms...
Google ,or's
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Google ,or's
Create a orm rom #our Drive*= ,n t$e orm template t$at opens #ou can add an#
7uestions #ou;d like= :ou can also organi5e #our orm
b# adding $eaders and dividing #our orm into
several pages=
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9$en #ou;ve completed #our orm
#ou can send it to respondents via
email or b# s$aring t$e orm via
social media= Just click t$e blue (end
%orm button at t$e bottom o #our
orm or at t$e top6rig$t corner o #ourbrowser window= :ou can c$oose to
s$are a link to #our orm or #ou can
add names email addresses and
groups to t$e $dd eole ield= Click
t$e Done button and t$e people
#ouve added will receive an emaildirecting t$em to #our orm
Google ,or's
!end #our orm to respondents
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2iew and manage responses
To 7uickl# see $ow man# users illed out a orm and w$at t$eir responses are #ou canc$eck out t$e response summar#= 1rom #our orm click t$e #esonses menu and
select (ummar" o% resonses=
ie+ %orm resonses in a sreadsheet
To see a spreads$eet wit$ responses to #our orm click t$e ie+ resonses button in
t$e toolbar=
(to collecting %orm resonses
To close #our orm to new responses click t$e #esonses menu and unc$eck
$cceting #esonses= , #oud like to re6open #our orm to responses again later
#ou can re6c$eck t$is bo8=
Co" a %orm or sreadsheet
:ou can cop# an# orm or spreads$eet b# clicking t$e /ile menu and selecting !ake a
co"= Cop#ing a orm will cop# onl# t$e 7uestions and la#out not t$e responses
#ouve alread# received= Cop#ing a spreads$eet will cop# onl# t$e responses it;s
received not t$e adjoining orm=
Google ,or's
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Google Dra-ings
9it$ Google drawings #ou can easil# create share and editdra+ings online=
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Google Dra-ings
Create a drawingTo start creating drawings in Google Docs go to #our Docs list click t$e red Create button and select Dra+ing=
T$en use t$e menu options and t$e buttons in t$e toolbar to create low c$arts
design diagrams and ot$er t#pes o drawings=
Once #ou;re done #ou can add #our drawing to #our document presentation or
spreads$eet=
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Google /orms and Dra+ings
ands n
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Hands On 'ctivit#*= !end t$e 1orm
?= 'nal#5e 0esponses
A= Create a drawing
Google /orms and Dra+ings
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!imple coniguration b# users• sers can create and manage groups 66 wit$out $elp rom ,T• 0ic$ capabilities to customi5e groups
• ,T can control access to some eatures
se groups ever#w$ere• Groups serve as email distribution lists• 1ull searc$able arc$ive online or users
• 'lso useul or deining access controls
on documents sites and videos
Google Grous
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!imple creation o ric$ sites b# users
• Eo knowledge o HT+L re7uired• Eo need or admin assistance
• 9:!,9:G editor
• se templates to deine deault !ite and page t#pes
• .mbed Docs Calendars +aps and ot$er content Gadgets
Create 'E: t#pe o website• 4ersonal sites
• Team sites
• 4roject sites
• Department sites• .ven public sites
• Total storage .
/0GB 1 2300MB 4 5
of users6
Google (ites
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Keep 7our data safe in t*e Cloud
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4han" +ou5
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8*at is %loud %o'puting9
:Cloud %o'puting issi'pl7 a -a7 todes%ri#e *o-organi;ations %an
ta(e so'e or all oft*eir e4isting ITinfrastru%ture andoperations and *and
it o&er to so'eoneelse
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