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Enhance Productivity

Student Guide

Module 1: Tour Gmail and Google Apps

Enhance Productivity

Copyright

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2012 by the Web Academy by Google; this material may not be reproduced in whole or in
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Publication Information
Printed: October 2012
Information in this guide is subject to change without notice and does not constitute a
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Module 1: Tour Gmail and Google Apps

Enhance Productivity

Enhance Productivity
Module 1: Tour Gmail and Google Apps

Student Guide

Module 1: Tour Gmail and Google Apps

Enhance Productivity

Module 1: Tour Gmail and Google Apps

Enhance Productivity

Contents
Course Introduction
Course Description
Google Web Academy Online Professionals Track
Course Objectives
Course Format
Course Guidelines
Welcome to the Google Web Academy
A Brief History of Google
What Is Search?
What Is Cloud Computing?
Module Introduction
Module Objectives
Tour Itinerary
Stop 1: Google+
Connect with Google+
The Power of Circles
Chat and Hangouts in Google+
Google+ Pages for Business
Stop 2: Gmail
What Is Gmail?
Gmail Versions and Differences
Manage Email
Track Your Contacts
Import Contacts from Outlook

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Stop 3: Calendar
What Is Calendar?
Calendar Versions and Differences
Maintain a Schedule
Create a New Calendar
Change Your Density Settings
Holidays
Manage and Email Tasks Lists
Stop 4: Google Drive
What Is Google Drive?
Google Drive Versions and Differences
Manage Files
Collaborate with Colleagues
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Stop 5: Google Documents
What Is Google Docs?
Google Docs Versions and Differences
Create Business Documents
Create Presentations
Analyze Data with Spreadsheets
Create Drawings
Lab Activity: Sign Up for Google+
Module Summary

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Enhance Productivity

Course Introduction
Course Description

Welcome to Google Web Academy and to the course Enhance Productivity.


This course explains how to use Gmail and Google Apps to make your business more
productive. All these tools are available for free with a Google account.
With Gmail, you can communicate better by email with your business associates. Use Google
Calendar to plan and prioritize your time and tasks. With Google Docs, you can create business
documents such as letters and reports; build spreadsheets to record and analyze business data;
and create and deliver slideshow presentations to audiences at conferences and seminars.
Use Google Drive to safely store your files on the Internet, share files, and collaborate with
coworkers. With Google Drive, your files are always accessible if you have an Internet
connection. You can work on your files wherever you go.

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Google Web Academy Online Professionals Track

This is the first course in the Google Web Academy Online Professionals Track.

Module 1: Tour Gmail and Google Apps

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Course Objectives

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Course Format

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Course Guidelines

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Welcome to the Google Web Academy

With Google Web Academy, students who are new to online media will become proficient in
proven tools and techniques whilst more experienced online marketers will learn new ways to
enhance any existing sites and optimise their online campaigns.
Google has collated best practices from around the web about how the internet can help a
business, not only by having a presence online but by researching customer behaviour and
discovering trends in your industry or region.
The four course program is especially valuable for professionals working for a traditional or
digital agency, internal marketing department, business consultants as well as Internet
entrepreneurs and anyone looking to embark on an exciting and rewarding career in the big
growth area of online.

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A Brief History of Google

New search tool named BackRub: January 1996


Larry Page and Sergey Brin, Stanford computer science grad students, begin collaborating on a
search engine called BackRub.
Google incorporates: September 4, 1998
Google files for incorporation in California.
Google AdWords: October 23, 2000
Google AdWords launches with 350 customers. The self-service ad program promises online
activation with a credit card, keyword targeting, and performance feedback.
Google Toolbar: December 11, 2000
Google Toolbar--a browser plug-in that makes it possible to search without visiting the Google
home page--is introduced.
Google Image Search: July 28, 2001
Image Search launches, offering access to 250 million images.
First Google APIs: April 11, 2002
Google releases a set of APIs enabling developers to query more than 2 billion Web documents
and program in their favorite environment, including Java, Perl, and Visual Studio.

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Google AdSense: March 4, 2003


Google announces a new content-targeted advertising service, enabling publishers large and
small to access Googles vast network of advertisers. (Weeks later, on April 23, Google acquires
Applied Semantics, whose technology bolsters the service named AdSense.)
Gmail: April 1, 2004
No joke: Google launches Gmail on April Fools Day. (At the time, you needed an invitation to
get an account.)
Google Maps: February 8, 2005
Google Maps goes live.
Google Analytics: November 14, 2005
Google releases Google Analytics, formerly known as Urchin, for measuring the impact of
websites and marketing campaigns.
Google Calendar: April 13, 2006
Google Calendar, complete with sharing and group features, launches.
Google Apps for Your Domain: August 28, 2006
Apps for Your Domain, a suite of applications designed for organizations of all sizes, and
including Gmail and Calendar, is released.
Google Docs and Spreadsheets: October 11, 2006
The web-based applications Google Docs and Google Spreadsheets are released. Google
Docs is a reworking of Writely (acquired in March).
Presentations in Google Docs: September 17, 2007
A new application for making slide presentations is added to Google Docs.
Google Sites: February 28, 2008
Google Sites, a revamp of the acquisition JotSpot, debuts. Google Sites enables users to create
collaborative websites with embedded videos, documents, and calendars.

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What Is Search?

Search is a powerful Google tool that you can use to identify information that is useful to your
business. Not only can Search identify information from the worldwide web, but it can also help
find information in your Gmail, calendar, and business documents.

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What Is Cloud Computing?

When a business uses Google Apps, employees use Gmail and Google Apps for all their
computing needs. The files that employees work on are saved automatically on servers that
Google maintains on the Internet. Because files are stored on the Internet, employees can
access their email, calendar, documents, presentations, and spreadsheets no matter where they
are. Employees can work from any location using any device over an Internet connection.
With Google Apps, you can share and edit documents, spreadsheets, and presentations in real
time. Employees dont have to waste time emailing versions of files back and forth. The latest
version of any file they want to work on is available to them as long as they have an Internet
connection.
This ability to store, access, and share files over the Internet is called cloud computing.

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Module Introduction
Module Objectives

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Tour Itinerary

This module provides a quick tour of Google+ Gmail, Google Calendar, Google Docs, and
Drive. The idea is for you to see the many ways Google Apps can help you and your business
be more productive.

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Stop 1: Google+

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Connect with Google+

Google+ is Googles social networking service where you can:

Set up a profile

Find friends

Create Circles

Follow friends

Share with friends and Circles

The Power of Circles


Circles in Google+ are a great way to share information with the right people. For example, you
might have a Circle for sharing with your family, one for your friends, and one for your work
colleagues.
Consider using Circles as a way of engaging with customers, rather than sending out a monthly
email or newsletter.

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Chat and Hangouts in Google+


Chatting in Google+ with your contacts is easy. When you add someone to your Circles, they
appear in your chat list. Click their name to invite them to chat.
Hangouts in Google+ let you video chat with up to nine people. You can create a Hangout at
any time by clicking Start a Hangout. Invite individual friends or entire Circles, and start hanging
out.

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Google+ Pages for Business


Google+ for Business is a social media tool that you can use to quickly and easily build an
online presence for a business. With Google+ a business can:
Create a Google+ page to represent itself on the web. It can build a message
and a brand that people can discover on Google+ and in their web searches on Google.
A business can find its audience, fans, and followers on Google+ and create
circles to target specific members of this community. A business can add the +1 button to
its site and people can share that content with others across the web.
A business can connect directly with its audience through Hangouts, just like an
individual can. A business owner can add posts to engage their followers in a discussion
and weigh in with a +1 anywhere on the web.

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Stop 2: Gmail

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What Is Gmail?

Gmail is Googles email service, available in free, business, or education versions. Using Gmail,
you can send and receive electronic messages with anyone in the world who has an email
account.
Individuals typically sign up for the free version and have email IDs that end in a @gmail.com.
These emails are in the Gmail domain.
Companies typically sign up for the business version, and have email IDs that end in
@company.com. For example, employees of Google have email IDs that end in @google.com.
How to sign up for the business version of Gmail is covered in another Google Web Academy
course, Deploy Google Apps for a Small or Medium Business.

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Gmail Versions and Differences

There are many differences between the free and business versions of Google Apps. For a
complete list, visit Google Apps Administration and search for Whats included in my edition of
Gmail. You should be provided a link that takes you to a page that looks something like this.

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Communicate Using Gmail

Email stands for electronic mail. Email refers to messages you send back and forth on the
Internet. The Google email service is Gmail. Gmail makes it easy for employees to organize and
retrieve email messages.

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Track Your Contacts

A contact is somebody about whom you keep information. For example, you need contact
information about your business associates so you can email and telephone them. Google
provides the Contacts list for keeping information about contacts.
You can keep detailed records in the Contacts list about employees, business associates,
suppliers, vendors, and every person and company connected to your business.
Using a list of contacts, you can store address information, cell phone information, and just
about any kind of information you want.

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Import Contacts from Outlook

If you have contacts in Microsoft Outlook, you can bring them into Gmail. By exporting your
Outlook contacts to .CSV file, they can easily be imported into Gmail.
To export contacts from Outlook to a .CSV file:
1. In Outlook, on the File menu, click Import and Export.
2. Click Export to a file, and then click Next.
3. Click Comma Separated Value (DOS), and then click Next.
4. In the folder list, click the contacts folder you want to export, and then click Next.
5. Choose a location on your computer to temporarily save the file.
Note: You can delete this file after your contacts are imported into Google Gmail.
6. Type a name for the exported file, and then click OK.
7. Click Next.

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8. To add or remove fields to determine the way the contact information is saved in
the new imported file, click Map Custom Fields.
Note: The Map Custom Fields button in the Export to a File dialog box might not be
available when you try to import data from another program or file. In the The following
actions will be performed box, select the Export check box, and then the Map Custom
Fields button is available.
9. Click Finish.
To import contacts from a .CSV file to Gmail:
1. Sign in to your Google Gmail account.
2. In the left column, click Gmail, then Contacts.
3. At the top of the screen, select More, then click Import.
4. Under Import Contacts, click Choose File.
5. Navigate to the file you exported from Outlook.
6. Click Choose.
7. Click Import. Your contacts are now available in Gmail.

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Stop 3: Calendar

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What Is Calendar?

Google Calendar is a scheduling and planning tool you can use to create calendar entries,
meeting invitations, appointments, reminders, and to-dos--all to help you stay organized.
Calendar can sync to your mobile device so that you can keep up with your schedule, no matter
where you happen to be.

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Calendar Versions and Differences

There are free versions of Calendar, and versions that companies receive when they deploy
Google Apps for Business.
In the Google Apps for Business versions of Calendar, administrators can make custom settings
such as:
Adding resources like conference rooms and projects that can be invited to
meetings if they are available.
Configuring a users Free/Busy status to appear to users only inside the
company, or to users both inside the company and outside the company.

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Maintain a Schedule

Most business owners have a very busy schedule full of meetings, personal appointments, and
social events. Using Google Calendar, business owners and employees can efficiently manage
their schedules. Google Calendar makes it easy to schedule events and to coordinate your
schedule with other peoples schedules.

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Create a New Calendar

Employees often keep both a business calendar and a personal calendar. For example, an
employee might keep one calendar for their work meetings, and another calendar for a cricket
team they belong to.
You can create more than one Google calendar to track your schedule.
To create a new calendar
1. In the panel on the left side of the Calendar window, click the drop-down arrow
next to My Calendars.
2. Choose Create New Calendar.
3. Describe the calendar in the Create New Calendar window.
4. Click the Create Calendar button.

To view events on a calendar, click My Calendars in the panel on the left side of the screen,
and then click the name of the calendar you want to open.
Click in the mini-calendar to return to the main calendar.

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Change Your Density Settings

If you have a full calendar, you can make the calendar buttons and menu controls smaller so
that your calendar entries will be larger. This makes them easier for you to read.
To change your density settings
1. Click the Settings button
2. Under Display Density, click Comfortable, Cozy, or Compact.

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Holidays

If you work with people in other countries, knowing when they have holidays helps you because:

Youll know when theyre out of the office and not accessing email

You wont invite them to meetings on days theyll be out

To add holidays from another country to your calendar:


1. Click the Settings button.
2. Click Settings.
3. Under Calendar Settings at the top of the page, click Calendars.
4. Toward the bottom-right of the page, click Browse Interesting Calendars.
5. Find the country in the list for the holidays you want to add, and click Subscribe
for that country.
6. Click Back to Calendar.
Google Calendar displays the holidays for the country you added. In the example above, both

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Indian and U.S. holidays are displayed.

Manage and Email Tasks Lists

In Calendar, you can create, assign, and track tasks. Use these techniques to manage tasks in
the Tasks list:

Click the Pop-Out button to open the Tasks list in a window.

Check a box to indicate that a task is completed.

On the Actions menu, choose Move Up or Move Down to re-order tasks on the

On the Actions menu, choose Email Task List to email the list.

Click the Delete Task button to delete a task.

list.

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Stop 4: Google Drive

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What Is Google Drive?

Google Drive is the place where all of your documents, spreadsheets, and presentations are
stored.
To go to Google Drive, sign in to your Google account. On the Google toolbar, click Drive.
In Google Drive, you can do the following:

Create files.

Upload files.

Create folders.

Move files to different folders.

Share files.

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Google Drive Versions and Differences

The free and Business versions of Drive operate the same way. As discussed previously, there
are differences in how the versions can be configured.
Feature

Free Version

Business Version

Sharing

Users can share with anyone

Administrator enables sharing


outside of company

Ownership

Users can transfer ownership of


documents to anyone in the
same domain (gmail.com)

Administrator enables ability for


users to transfer ownership
or
Administrator performs transfer
of ownership

Storage

Included, individuals can


purchase more storage if
needed

Included, administrator can


purchase more storage for the
company if needed

Sync with mobile devices

Users can sync their Google


docs account to mobile devices

Administrator must enable this


option if the business approves

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Offline access

Users can download and work


on documents offline

Administrator must enable this


option for users

Manage Files

A couple notes about the Google Drive window:


File and folder names in bold: File names in bold indicate that changes have
been made to files since you last opened themat least one file in the folder has been
edited since the last time you opened the folder. When Sanjay sees bold file and folder
names, he knows they have been changed since last time he opened them, and he may
need to give the files his attention.
Change views: Click Switch to Grid or Switch to List to change how files are
displayed in the Google Drive window. In Grid view, you see thumbnail versions of the
first page or first slide in each file.
The labels on the left side of the Google Drive window are for organizing files in Google Drive.
Select one of these labels to locate files:

My Drive: Lists files and folders you created.

Shared with Me: Lists files and folders others created and shared with you.

Starred: Lists files and folders you deem important by clicking and labelling them
with the Star icon. You can click the Star icon next to a file or folder name in the file list
and see the file or folder by clicking Starred.

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Recent: Lists files you recently worked on.

Collaborate with Colleagues

Thanks to Google Drive, employees can collaborate with one another on documents,
spreadsheets, and presentations. More than one person can edit a file at the same time. Using
Google Drive, you can:
Chat with other users: Open a chat window on the right side of the screen to
exchange instant messages with other users.
Comment on a file: Write notes about a file to suggest changes. Comments
appear in boxes on the right side of the file, where you can read them easily.
Track revisions to the file: View the revision history of the file on the right side
of the screen. You can also revert to earlier versions of the file.

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Many of the productivity features can be accessed from more than on Google App. For
example, you can start a Hang Out from Google+ or you can start one from Gmail. Similarly, you
can start a chat with a colleague from Gmail, but you can also chat with a colleague in Google
Docs when working together on a report.

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Stop 5: Google Documents

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What Is Google Docs?

Google documents is an online word processor that lets you create and format text
documents, and collaborate with other people in real time. To learn more about Google
documents, check out the Google documents getting started guide.
Google spreadsheets is an online spreadsheet application that lets you create and format
spreadsheets, charts, and gadgets, and simultaneously work with other people. For more
information about Google spreadsheets, check out the Google spreadsheets getting started
guide.
Google presentations is an online presentations editor that allows you to show off your work in
a visual way. For more information about Google presentations, check out the Google
presentations getting started guide
Google drawings is an online drawings editor that lets you create anything from a scribble to a
flow chart while working collaboratively with other people. For more information about Google
drawings, check out the Google drawings getting started guide

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Google Docs Versions and Differences

Google Docs, Presentations, Spreadsheets, and Drawings are accessed in Google Drive. There
are no differences between the free and Business versions within of Google Docs. However,
there are differences in how Drive can be configured.
Feature

Free Version

Business Version

Sharing

Users can share with anyone

Administrator enables sharing


outside of company

Ownership

Users can transfer ownership of


documents to anyone in the
same domain (gmail.com)

Administrator enables ability for


users to transfer ownership
or
Administrator performs transfer
of ownership

Storage

Included, individuals can


purchase more storage if
needed

Included, administrator can


purchase more storage for the
company if needed

Sync with mobile devices

Users can sync their Google


docs account to mobile devices

Administrator must enable this


option if the business approves

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Offline access

Users can download and work


on documents offline

Administrator must enable this


option for users

Create Business Documents

With Google Docs, you can create all of the documents your business requires, such as letters,
reports, invoices, and so forth. You can polish the look of your documents by adding:

A table of contents

Headers and footers

Numbered lists and bulleted lists

Four levels of headings

Styles to achieve a consistent look

Note: This training document that you are viewing was created using Google Docs!

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Create Presentations

If you need to display a presentation in a meeting, Google Presentations can help you make a
lasting impact. Choose from a variety of themes and templates, and then starting adding your
content. You can include images, video, and drawings.
Note: The slides displayed in this course were created using Google Presentations.

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Analyze Data with Spreadsheets

You can use Google spreadsheets track sales, purchases, budgets, and other data that is
important to your business. You can also use spreadsheets to create forms to include in your
website as a way of gathering information When visitors complete these forms, the data is
stored in an associated spreadsheet for analysis.

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Create Drawings

You can use drawings (shapes and lines) to communicate ideas to your audience in documents,
presentations, and spreadsheets:
In documents and spreadsheets, choose Insert > Drawing to create a drawing.
The Insert Drawing box offers tools for drawing lines, shapes, and text boxes and for
changing the colors of lines and shapes. Click Save & Close when youre finished.
In presentations, the tools for drawing are located on the toolbar. Click the Line or
Shape button and start dragging. In presentations, you can enter words on a shape.
To create shapes and lines
Drawing: Click the Line or Shape button and drag on-screen to create a line,
shape, or text box.
Change color: Click the Fill Color or Line Color button, and then choose a color
for lines and shapes.
Change line thickness: Click the Line Weight button, and then choose a
thickness.

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Put an arrow on a line: Click an Arrowhead button, and then choose an


arrowhead style.

Lab Activity: Sign Up for Google+

See the Lab Activities section for instructions for this lab.

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Module Summary

In the next module, you will learn how to use Google Drive to store files, manage files, share
files with coworkers, and collaborate with others.

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