d&l industries google apps end-user training

8/17/2019 D&L Industries Google Apps End-User Training

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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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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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• !" 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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Create• Create basic documents presentations and spreads$eets rom scratc$

• Uload e8isting documents presentations and spreads$eets


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.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.



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!$are and Collaborate• Collaborate wit$ simultaneous edits

, #ou want to know w$o is making c$anges just $over over t$e cursor*


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4ublis$• 4ublis$ content to #our domain

• Control w$o $as access to t$e pages


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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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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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