Google Apps for OSU: The Essentials a presentation for OSU employees
Session Structure Part I (30 minutes) • Why Google Apps for Education • How to login to Google Apps for OSU • Implications for ONID email service • Q&A Part II (30 minutes) • Demo basic functionality of Google Apps • Q&A
Why is OSU adopting Google Apps for Education?
Why Google Apps for Education? First, let's say what is NOT changing. • Employee use of Google strictly optional • You will not have to use Google Docs • You will not have to use Google Mail (Gmail) • No email addresses are changing
Why Google Apps for Education? Now, what is it? • A spin-off of Google Apps for Business • No charge for educational institutions • No ads served, no data mining • Protected space under contract • Just the "core" Google apps
Why Google Apps for Education? Who else uses it? • OR public universities • PSU, UO, community colleges, more • Major peer institutions • Stanford, Michigan, Cornell, more • Gov't partners • e.g. NOAA
Why Google Apps for Education? OSU Google Task Force, Fall 2011 • Represented a broad cross-section of OSU • Explored interests, practical concerns, technical concerns, legal issues • Report available at oregonstate.edu/is/projects/google/task-force
Why Google Apps for Education? Enhance collaboration
Why Google Apps for Education? Anytime, anywhere - well secured
Facilitate team-based calendaring Possibly achieve lower operating costs for some departments Why Google Apps for Education? Other benefits
Accounts will be enabled July, 2013 Branding: Google Apps for OSU Find under Online Services, or oregonstate.edu/google Why Google Apps for Education? When?
Google Drive (Docs, Spreadsheets, etc) Google Calendar Google Groups Google Sites Apps for students (optional for employees) Google Mail & Chat Why Google Apps for Education? Apps for all at OSU
Why Google Apps for Education? Ownership & Security Assurance • Intellectual Property / you own your data • Data security, including most FERPA (student record) data • Family Educational Rights & Privacy Act • Best practice is to not share university data with a personal Google account
Why Google Apps for Education? Data NOT allowed on Google • Export control data • http://oregonstate.edu/research/osp/export-controls • Most Personally Identifiable Information (PII) • PII refers to other persons' data • http://oregonstate.edu/fa/manuals/is/301 • Additional guidance coming Fall 2013
Why Google Apps for Education? Account Administration • Google does not administer our accounts • All account provisioning by ONID admins Support • OSU Computer Helpdesk Accessibility / Section 508 • Info at oregonstate.edu/google
How do I access Google Apps for OSU?
How do I access Google Apps? • Use your ONID username and password • Same as for Banner, MyTime, etc. • Easy access • Bookmark oregonstate.edu/google • Go to Online Services
Multiple Google Accounts? • Google accounts cannot be merged • You cannot transfer file ownership across domains • So, if you want to move OSU work files from a personal Google account: • Download those files to your computer • Then upload to Google Apps for OSU
Group / Office Accounts? • Google Apps for OSU accounts are associated exclusively with individual ONID accounts • Thus, group or office accounts are not possible at the present time • More flexible provisioning should be possible following implementation of OSU's "Identity Management" solution in mid-2014
What's happening with ONID email service?
ONID Email Service For employees / non-students • You do not need to change anything!
ONID Email Service For employees / non-students • You do not need to change anything! • If you wish to use Google for your ONID email: • Opt-in period runs through December • Migration tool available late summer to copy mail from ONID server to Google
ONID Email Service For persons opting in • Opt in only for ONID @onid.oregonstate.edu • Exchange email is not affected • Exchange = @oregonstate.edu (or similar) • No email addresses will change
ONID Email Service For students • They also have an opt-in period through 2013, but... • ONID mailbox for students will, by Jan 2014, be moved to Google
ONID Email Forwarding • Forwarding settings cannot be migrated • You must reset forwarding in Google
ONID Email Service To summarize • ONID email for students = change • ONID email for employees = NO change • (unless you want to opt in)
ONID Email Service End of Part I • Any questions about OSU & Google? • Up next in Part II • Google Apps demo • How-tos
Basic Functionality of Google Apps for OSU
Basic Functionality Core Google Apps • Google Drive • Google Calendar • Google Mail • Google Sites (no demo today) • Google Groups (no demo today)
Basic Functionality Drive? What is it?
Basic Functionality Google Drive • It's a suite of office applications AND • It's a cloud-based storage drive
Basic Functionality Google Drive • Create • docs • spreadsheets • presentations • Upload and store files • Share any of the above
Basic Functionality Google Drive – files and formats • 30 GB allowed for uploaded files • So you could upload 3,000 files if each are 10 MB • Raw uploaded files not editable • Unlimited storage for Google format • Many files that you upload can be converted to Google format • Files in the Google format work much like standard office suite apps
Basic Functionality • Navigation • Create • Upload • My Drive • All Items
Basic Functionality • Dynamic toolbar • Reveal using checkbox! • Share • Preview • More...
Basic Functionality Google Drive – sharing • Share your files • Sharing settings • Own, edit, comment, or view • Files shared with you • "Why can't I find an item shared with me?" • You can probably find it in All Items
Basic Functionality Google Drive – sharing • File sharing notifications are sent to and from your ONID email address • If your primary email is not ONID, be sure you're forwarding email from your ONID mailbox
Basic Functionality Google Drive – sharing • Ownership transfer option available only to other ONID accounts
Basic Functionality Google Drive – deleting • Proceed carefully with deleting • Files stay in Trash for 30 days • Files then get purged and cannot be recovered
Basic Functionality Google Drive – apps & mobile apps • Desktop app • Mac or Windows • Basically shortcuts to view in web browser • Mobile apps • Anytime, anywhere access to your files • "Offline access" can be very handy! • iOS app acts a little differently from Android app • Be careful of 3G data usage plans
Basic Functionality Google Drive • Deeper dive in future sessions • Check OSU Today for announcements
Basic Functionality Google Calendar • Schedule personal and team events • Many sharing options • Integrate with Outlook calendar * * Well, up to a point...
Basic Functionality Google Calendar - interface • Mini calendar • My calendar • Other calendars • View options
Basic Functionality Google Calendar – functionality • Create event • Create button • Quick add • Click on date • Invite • Enrich with details • Add guests • Find a time • useful only if guests keep their calendars updated...
Basic Functionality Google Calendar – more how-tos • Powerful tool for groups • Training resources at learn.googleapps.com/calendar • Rooms & resources • Calendar delegation • Deeper dive in future sessions; check OSU Today
Basic Functionality Google Mail • Not enabled by default • Enabled only after you opt in
Basic Functionality Google Mail • ONID mail, not commercial "Gmail" • No ads • Not an @gmail address • Mail sent from here is @onid.oregonstate.edu • Don't confuse with Exchange, e.g. @oregonstate.edu accounts
Basic Functionality Google Mail – interface • Conversation view • Emails of the same topic are grouped • View can be changed in Settings • Check all • Dynamic toolbar
Basic Functionality Google Mail – organization • Inbox • Archive • Delete • Not like Outlook - this will delete email forever! • 30 days until delete occurs • More > All Mail • Everything that's not Trash or Spam