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