My Google Apps

Patrice-Anne Rutledge is a business technology author whose books include the first edition of My Google Apps; Gmail Tips, Tricks, and Tools; My LinkedIn; WordPress on Demand; and Sams Teach Yourself Google in 10 Minutes, all from Pearson Education. She is a long-time user of many Google tools and technologies, including Google Apps, Gmail, and Google+. Patrice is also the founder and principal of Pacific Ridge Media, a boutique content marketing and social media agency that offers consulting and training for clients worldwide. She is frequently quoted in major media outlets around the world, including CNN Inc., Fox News, ABC News, MSN, AOL, Orange County Register, ZDNet, USAA, CareerBuilder, and more. You can reach Patrice through her website at www.patricerutledge.com. Sherry Kinkoph Gunter has written and edited dozens of books over the past 20 years covering a wide variety of computer topics, including Microsoft Office programs, digital photography, and web applications. Her recent titles include Sams Teach Yourself Facebook, Third Edition, Word 2013 Absolute Beginner's Guide, and Microsoft Office for Mac Bible. Sherry began writing computer books in 1992, and her flexible writing style has enabled her to author for an assortment of imprints and formats. Sherry's ongoing quest is to help users of all levels to master ever-changing computer technologies and to help users make sense of it all so they can get the most out of their machines and online experiences. Sherry currently resides in a swamp in the wilds of east-central Indiana with a lovable ogre, a menagerie of interesting creatures, and a somewhat tolerable Internet connection.

What Is Google Apps?

Understanding Productivity Suites and Cloud Computing .....4

What Do I Get with Google Apps? ..................................................................5

Exploring the Benefits of Google Apps ......................................................7



1 Getting Started with Google Apps 11

All About Google Apps ..........................................................................................12

Gmail ..............................................................................................................................14

Calendar ......................................................................................................................14

Drive ...............................................................................................................................15

Docs ................................................................................................................................15

Sheets ............................................................................................................................16

Slides ..............................................................................................................................17

Hangouts ....................................................................................................................17

Sites ................................................................................................................................18

Vault ...............................................................................................................................19

More Apps .................................................................................................................20

What Do I Need to Get Started with Google Apps? ....................20

Do You Have a Domain Name? ...............................................................21

What's Your Email Address? .......................................................................22

What's Your Favorite Browser? ................................................................23

Signing Up for Google Apps .............................................................................23

Sign Up for Google Apps for Work ........................................24

Exploring the Admin Console ..........................................................................27

Set Up Google Apps .........................................................................................31

Add a User .................................................................................................................32

Add a User Photo ................................................................................................33

Manage User Roles ............................................................................................34

Upload Your Company Logo .....................................................................36

Signing In and Out .....................................................................................................37

Sign In ............................................................................................................................38

Sign Out .......................................................................................................................38



2 Managing Email and Contacts with Gmail 41

Exploring Gmail ............................................................................................................42

Sign In to Gmail ....................................................................................................44

Sign Out from Gmail ........................................................................................44

Switch Between Gmail Features ............................................................44

Expand and Collapse the Navigation Sidebar ..........................45

Working with Messages ........................................................................................46

Compose a Message ........................................................................................46

Reply to a Message ............................................................................................47

Forward a Message ...........................................................................................48

Attach a File to a Message ..........................................................................49

Download a File Attachment ...................................................................50

Insert a Photo .........................................................................................................51

Managing Messages .................................................................................................52

Customize Inbox Tabs .....................................................................................52

Create a New Label............................................................................................53

Apply a Label ..........................................................................................................53

Move Messages ....................................................................................................54

Delete a Message ................................................................................................55

Archive a Message .............................................................................................55

Mark Messages ......................................................................................................56

Remove Spam ........................................................................................................57

Managing Contacts ...................................................................................................58

Add a Contact ........................................................................................................59

Edit Contacts ...........................................................................................................60

Create a Group ......................................................................................................61

Working with Tasks ....................................................................................................62

Create a Task ............................................................................................................62

Make a New List ...................................................................................................63

Email a Task List ....................................................................................................64

Customizing Gmail .....................................................................................................65

Add a Signature ....................................................................................................65

Set Up an Automatic Reply ........................................................................66

Switching to Gmail from Other Services ................................................67

Move Mail from Another Account .......................................................67

Import Contacts ...................................................................................................69



3 Organizing Your Schedule with Calendar 73

Exploring Calendar ....................................................................................................74

Change Your Calendar View ......................................................................75

Navigate Between Days, Weeks, and Months ...........................78

Work with the Calendar List .....................................................................78

Add a New Calendar.........................................................................................80

Scheduling Events and Appointments ....................................................82

Schedule an All-Day Event ........................................................................83

Add an Event .........................................................................................................83

Add an Event with Details ...........................................................................84

Add an Event with Quick Add .................................................................85

Schedule Time Slot Appointments .....................................................87

Edit Calendar Items ...........................................................................................88

Working with Notifications.................................................................................89

Set Up a Notification ........................................................................................90

Creating Tasks .................................................................................................................91

Add a Task ..................................................................................................................92

Turn Tasks On or Off .........................................................................................92

Manage Tasks ..........................................................................................................93

Sharing Calendars .......................................................................................................94

Share Your Calendar .........................................................................................94

Import a Calendar...............................................................................................96

Export Calendars .................................................................................................97

Enabling Mobile Notifications .........................................................................97

Register Your Mobile Phone ......................................................................97



4 Storing and Sharing Files on Drive 101

Exploring Drive .......................................................................................................... 102

Navigate Around Drive .............................................................................. 103

Change the View .............................................................................................. 105

Uploading Files and Folders .......................................................................... 106

Upload a File ........................................................................................................ 107

Drag and Drop a File .................................................................................... 107

Upload a Folder ................................................................................................ 108

Creating New Files .................................................................................................. 109

Create a New File ............................................................................................. 110

Managing Folders and Files ........................................................................... 110

Create a New Folder ..................................................................................... 112

Move Files Between Folders .................................................................. 113

Preview a File ...................................................................................................... 114

Open a File ............................................................................................................ 115

Delete Files ............................................................................................................ 115

Search Files ........................................................................................................... 116 Sort Files .................................................................................................................. 117

Download a File ................................................................................................ 118

Sharing Files and Folders ................................................................................. 118

Share a File ............................................................................................................ 119

Edit User Access ................................................................................................ 121

Specify Link Sharing Options ............................................................... 123

Syncing Files ................................................................................................................ 125

Install Google Drive on Your Computer ...................................... 125

View Google Drive Folder Preferences ........................................ 128



5 Creating Documents with Docs 131

Opening Google Docs ........................................................................................ 132

Creating a Document .......................................................................................... 132

Create a Document from Google Drive ...................................... 133

Create a Document from Google Docs ....................................... 134

Create a Document from a Template ............................................ 134

Formatting Documents ..................................................................................... 136

Select Text .............................................................................................................. 138

Apply a New Font and Font Size ....................................................... 138

Apply a Style ........................................................................................................ 140

Customize and Save a Style ...................................................... 140

Create Numbered and Bulleted Lists ............................................ 141

Use the Paint Format Tool ....................................................................... 143

Inserting Content in a Document ............................................................ 144

Insert an Image ................................................................................................. 145

Insert a Link .......................................................................................................... 146

Insert a Drawing ............................................................................................... 146

Insert a Footnote ............................................................................................. 149

Insert a Special Character ........................................................................ 149

Insert a Bookmark .......................................................................................... 150

Insert a Table of Contents ........................................................................ 151

Insert a Table ....................................................................................................... 152

Managing Your Documents ........................................................................... 154

Open a Document .......................................................................................... 155

View Revisions History ............................................................................... 156

Download a Document ............................................................................. 156

Find Text in a Document .......................................................................... 157

Replace Text in a Document ................................................................. 158

Viewing Documents ............................................................................................. 158

Collaborating on Documents ....................................................................... 159

Suggest Edits ...................................................................................................... 159

Manage Edits ...................................................................................................... 160

Add a Comment ............................................................................................... 160

Work with Comments ................................................................................. 161

Using Google Docs Tools .................................................................................. 162

Perform a Spell Check ................................................................................. 163

Printing and Publishing Documents...................................................... 164

Specify Page Setup Parameters ......................................................... 164

Print a Document ............................................................................................ 165

Publish a Document to the Web ....................................................... 166

Working with Add-ons ....................................................................................... 168

Install an Add-on ............................................................................................. 168



6 Tracking and Analyzing Data with Sheets 171

Getting Started with Google Sheets ...................................................... 172

Creating a Spreadsheet ..................................................................................... 173

Create a Spreadsheet from Google Drive ................................. 174

Create a Spreadsheet from a Template ....................................... 175

Entering Spreadsheet Data ............................................................................ 176

Enter Sequential Data ................................................................................. 176

Formatting Spreadsheets................................................................................. 177

Format Spreadsheet Content ............................................................... 177

Wrap Text ................................................................................................................ 179

Apply Conditional Formatting ............................................................ 180

Working with Sheets, Rows, and Columns ....................................... 181

Insert a New Sheet ......................................................................................... 181

Work with Sheets ............................................................................................ 182

Work with Rows and Columns ............................................................ 183

Working with Formulas and Functions ............................................... 184

Enter a Formula Manually ....................................................................... 185

Copy a Formula ................................................................................................. 186

Use the SUM Function ................................................................................ 187

Inserting Content in a Spreadsheet........................................................ 188

Insert a Chart ...................................................................................................... 189

Insert an Image ................................................................................................. 191 Insert a Link .......................................................................................................... 192

Insert a Note ........................................................................................................ 193

Managing Your Spreadsheets ...................................................................... 194

Open a Spreadsheet ..................................................................................... 194

Download a Spreadsheet ........................................................................ 195

Edit a Spreadsheet ......................................................................................... 196

Specify View Options ................................................................................... 196

Delete a Spreadsheet .................................................................................. 197

Working with Spreadsheet Data ............................................................... 197

Sort Data by Column ................................................................................... 198

Perform an Advanced Sort ..................................................................... 199

Apply a Filter ....................................................................................................... 200

Collaborating on Spreadsheets .................................................................. 200

Add a Comment ............................................................................................... 201

Work with Comments ................................................................................. 201

Printing and Publishing Spreadsheets ................................................. 202

Print a Spreadsheet ....................................................................................... 203

Publish a Spreadsheet to the Web .................................................. 203



7 Creating Presentations with Slides 207

Getting Started with Google Slides ........................................................ 208

Creating a Presentation ..................................................................................... 209

Create a Presentation from Google Drive ................................. 209

Create a Presentation from a Template ....................................... 210

Working with Slides .............................................................................................. 211

Apply a Slide Layout ..................................................................................... 211

Apply a Slide Background ....................................................................... 213

Apply a New Theme ..................................................................................... 214

Add a Slide to Your Presentation ...................................................... 214

Import Slides from Another Presentation ................................ 215

Organize Slides .................................................................................................. 216

Duplicate Slides ................................................................................................ 216

Delete Slides ........................................................................................................ 216

Inserting Content in a Presentation ....................................................... 216

Insert a Text Box ............................................................................................... 217

Insert an Image ................................................................................................. 218

Insert a Link .......................................................................................................... 220

Insert a Video ...................................................................................................... 221 Insert a Line .......................................................................................................... 221

Insert a Shape ..................................................................................................... 222

Insert a Table ....................................................................................................... 223

Formatting Presentations ................................................................................ 224

Apply a New Font and Font Size ....................................................... 226

Create a Numbered List............................................................................. 227

Create a Bulleted List ................................................................................... 227

Use the Paint Format Tool ....................................................................... 229

Working with Transitions and Animations ....................................... 229

Set Slide Transitions ...................................................................................... 229

Animate Slide Objects ................................................................................ 230

Managing Your Presentations ...................................................................... 231

Open a Presentation..................................................................................... 231

Download a Presentation ........................................................................ 232

Delete a Presentation .................................................................................. 233

Edit Presentations ........................................................................................... 233

Specify View Options ................................................................................... 234

Collaborating on Presentations .................................................................. 236

Add a Comment ............................................................................................... 237

Work with Comments ................................................................................. 238

Using Google Slides Tools ............................................................................... 239

Perform a Spell Check ................................................................................. 239

Printing and Publishing Presentations ................................................ 241

Specify Print Settings and Preview Your Presentation .. 241

Publish a Presentation to the Web .................................................. 242

Delivering Your Presentation ........................................................................ 243

Create Speaker Notes .................................................................................. 243

Deliver Your Presentation ........................................................................ 244



8 Communicating with Hangouts 247

Exploring Hangouts ........................................................................... 248

Get Started with Hangouts .................................................................... 250

Adding the Hangouts App.............................................................................. 251

Install the Hangouts App as a Plug-in .......................................... 253

Install the Desktop Hangouts App .................................................. 254

Enable the Hangouts App in Gmail ................................................ 255

Enable Google+ Premium Features ............................................... 255

Working with Chat Hangouts ....................................................................... 259

Start a Chat in Gmail .................................................................................... 259

Start a Chat in Hangouts .......................................................................... 261

Invite a New Contact.................................................................................... 263

Insert a Picture into Your Chat .................................................... 264

Archive Your Chat............................................................................................ 265

Video Conferencing with Hangouts ....................................................... 266

Start a Video Call .............................................................................................. 267

Answer a Video Call Invite ....................................................................... 269

Invite Someone to Your Video Chat ............................................... 270

Share Your Screen ........................................................................................... 271

Open a Chat Pane ........................................................................................... 272

Share a Google Drive File ......................................................................... 273

Play with Google Effects ........................................................................... 274

Take a Photo ........................................................................................................ 275

Phone Calling with Hangouts ...................................................................... 276

Place a Phone Call .......................................................................................... 276



9 Creating Websites with Sites 279

Exploring Sites ........................................................................................................... 280

Benefits to Using Sites ................................................................................ 281

Touring Sites ........................................................................................................ 282

Building Sites ............................................................................................................... 283

Build a Basic Website ................................................................................... 284

Customizing Your Page ...................................................................................... 286

Add Your Text ...................................................................................................... 288

Format Text ........................................................................................................... 289

Change the Layout ........................................................................................ 291

Insert an Image ................................................................................................. 292

Add a Link to Another Website........................................................... 294

Add a Gadget ...................................................................................................... 295

Adding Pages .............................................................................................................. 298

Page Types ............................................................................................................. 298

Add a Page ............................................................................................................ 301

Add Links to Subpages .............................................................................. 302

Reorganize Pages ............................................................................................ 303

Sharing Your Site ...................................................................................................... 304

Share Your Site ................................................................................................... 305

10 Archiving with Vault 307

Exploring Vault........................................................................................................... 308

Adding the Vault App .......................................................................................... 309

Add the Vault App .......................................................................................... 309

Assign Licenses ................................................................................................. 311

Open the Vault App ...................................................................................... 313

Setting Retention Rules ..................................................................................... 314

Set a Custom Retention Rule ................................................................ 314

Set a Default Retention Rule ................................................................. 315

Working with Matters .......................................................................................... 316

Create a New Matter .................................................................................... 316

Add a Collaborator ......................................................................................... 317

Creating Holds ........................................................................................................... 318

Create a Hold ...................................................................................................... 318

Searching Message Data .................................................................................. 319

Search for Data .................................................................................................. 319

Exporting and Auditing Data ....................................................................... 320

Export Search Results .................................................................................. 321

Run an Audit Report ..................................................................................... 322



11 Exploring Other Google Tools 325

Browsing the Web with Google Chrome ........................................... 326

Surf the Web ........................................................................................................ 327

Add a Bookmark .............................................................................................. 330

Pin a Tab .................................................................................................................. 331

Working with Google Groups ...................................................................... 332

Enable Google Groups for Business ............................................... 333

Create a Group .................................................................................................. 335

Invite People to a Group ........................................................................... 337

Start a Topic or Post ...................................................................................... 338

Find Basic Permissions Settings ......................................................... 339

Understanding Google My Business ..................................................... 340

Enable Google+ ................................................................................................ 341

Build a Google My Business Page and Profile ....................... 342



Index 353