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Enhancing Productivity with Google Applications: A Comprehensive Training Overview

Join Rachel R. Medina from LSNTAP and Sandra W. Quiles Mass from the Law Reform Institute for an informative training session on leveraging Google Applications to boost productivity. This session covers essential tools like Gmail, Google Calendar, and Google Docs, demonstrating best practices for email management, calendar synchronization, and effective collaboration. Participants will learn how to integrate domains and set up accounts, ensuring optimal utilization of Google’s powerful applications. Perfect for organizations aiming to improve efficiency and communication.

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Enhancing Productivity with Google Applications: A Comprehensive Training Overview

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  1. COLL131: Employ Google Applications Now! April 17, 2009

  2. Presenters • Rachel R. Medina LSNTAP • Sandra W. QuilesMass. Law Reform Institute

  3. Training Agenda

  4. Overview • GMail • Filters • Getting/sending email from other email addresses • Labs features • Google Apps • Domain/email setup   • Integrating domain   • Web host support   • Setting up mail.<mydomain>.org • Introduction to the dashboard   • Catch all email

  5. Overview • Google Calendar • Setting Up Individual Calendars • Setting Up Master Calendars • Holiday Calendar, Vacation Calendar, Master Docket • Best Practices for Calendar Use • Syncing Calendars & “Going Mobile” • Google Docs • Best Practices • Plan for Implementation

  6. Interlude • Which camp are you in?

  7. Which apps are an easy sell?

  8. Which apps are an “easy sell” to staff? • This is a management of change issue • Don’t confuse this with an issue of utility, though the two may be intertwined • E.g., if folks can’t see the utility in the switch, then you may have a difficult time “selling” the switch to them • FIRST STEP: • make your own individual case for Google • Determine why the switch would be good for your organization (or not?)

  9. GMail & Google Apps

  10. Google Apps and Gmail • Google AppsGmail, Docs, Calendar, Intranet! This is just the beginning • GmailSecure email access anytime anywhere, excellent spam filter, mobile email access, and much more.

  11. Gmail • Accounts: getting/sending email from other email addresses • (Labels) • Filters • Lab features

  12. Gmail

  13. Gmail Settings Customize your Gmail account through Settings, from basic Timezone to vacation emails. Accounts (Labels) Filters Labs

  14. Gmail Filters • Star events:Undo star when event is done • Send spam directly to trash:“is:spam” • Finding emails with attachments: “has:attachment” • Delete old emails: “before:2006/06/01 label:sent” • http://www.bspcn.com/2007/05/30/20-ways-to-use-gmail-filters/ AT&T 10DigitPhoneNumber@txt.att.net Example: 1234567890@txt.att.net Cingular 1234567890@cingularme.com Nextel 1234567890@messaging.nextel.com Sprint 1234567890@messaging.sprintpcs.com T-Mobile 1234567890@tmomail.net Verizon 1234567890@vtext.com ALLTEL 1234567890@message.alltel.com

  15. Gmail Creating a Filter

  16. Send email as:“email@work.org” Get email from other accounts:“email@mac.com”“email@work.org”“email@hotmail.com” (!)... Have your own domain Gmail Accounts

  17. Gmail Use Other Address

  18. Gmail Compose Email

  19. Gmail Labs Dave’s Favs Undo send: Gives users five seconds to undo Attachment Detector: Prompted if “attach” is found in your email but no attachment is found. Create Google Document from an email conversation or to start a blank document GMail Tasks • Others • Offline • Custom Label Colors • Superstars • Email Addict :) • Mark As Read • Text Messaging (SMS) in Chat • Send & Archive

  20. Showtime! Any Questions?

  21. Google Apps • Integrating domain • Discuss web host support • Dashboard • Setting up http://mail.mydomain.org • Email setup • Catch all email

  22. Google AppsIntegrating domain • Email and Google servers • http://google.com/a • Email, Docs, Calendar (iCal), etc. • Excellent spam filter! • Mobile access • Limit of email accounts: 50 • Support • http://google.com/support/a

  23. Google Appshttp://google.com/a

  24. Google AppsStandard Edition Gmail Google Calendar Google Docs Documents Presentations Spreadsheets Google Sites Websites Group wikis Let’s Get Started

  25. Google AppsDomain Integration Basic Information Name Email Use a backup email address: email@notthisdomain.org Phone Organization Information Name Type (next) Administrator Account admin@mydomain.org password Terms and Conditions !!

  26. Google AppsDomain Integration cont. Verify Account CNAME - Host Control Panel access HTML file - FTP access googlehostedservice.html Discuss Host Support Dreamhost Other Hosts http://www.google.com/support/a/bin/answer.py?answer=140034

  27. Google AppsDomain Integration cont. !!

  28. Showtime! Any Questions?

  29. Thank you :) Thanks to LSNTAP for this opportunity

  30. Google Calendar • Using Your Individual Calendar • Setting Up Master Calendars • Syncing Calendars & “Going Mobile”

  31. Google’s Reasons For Using Google Calendar • Share Your Schedule • Get Your Calendar On-The-Go • Never Forget Another Event Again (Customizable Reminders) • Send Invitations and Track RSVPs • Sync with Desktop Applications • Work Offline • http://www.google.com/intl/en/googlecalendar/about.html

  32. Setting Up Individual Calendars • You have a Google Calendar by virtue of having a Google Account • Select Calendar, then Settings to personalize • Sharing Calendar with Specific People • Settings>Calendars>Shared:Edit Settings> • Enter E-mail address & Select level of permissions • Add Person

  33. Share with Everyone in the Domain • Click on the down arrow to the right of your e-mail address under “My Calendar” • Select “Share this Calendar”

  34. Share with Everyone in the Domain • Click on the down arrow

  35. Calendars “On-The-Go”

  36. Google Sync

  37. Setting Up Group Calendars

  38. Master Calendars • Pros and Cons • Master Calendars allow for one person to add important dates that are relevant to everyone in an office or that require more than one person’s attention • Depending on how your office workflow is set up, you may end up with duplicate entries which could ultimately be messy and confusing

  39. Public Calendars & the Weather

  40. Public Calendars • Settings>Calendars>Import Calendars>Browse Calendars

  41. …more on Calendars • List of Calendars: • http://icalshare.com/top.php • Article re Public Calendars: http://www.googletutor.com/2008/01/17/adding-public-calendars-to-your-google-calendar/ • Short-cut to add calendars:

  42. Syncing Calendars - Outlook • Why? • Allows “late adopters” to continue to use Outlook, but also gives them the added benefit of convenient GCal interface • Serves as a dedicated syncing tool – connects all calendars • iCal (Mac) at home • Outlook at work • GCal in the cloud + Outlook and iCal

  43. Syncing Calendars • 1-way sync or 2-way sync • 1-way: • Sync GCal events to MS Outlook • Sync MS Outlook events to Gcal • 2-way: • Sync both Gcal and MSOutlook with each other

  44. Syncing Calendars • 1-way sync or 2-way sync • Download and install Google Calendar Sync. • Enter your Google account email address and password. • Select your sync method and the sync frequency you prefer. • Hit Save and you're done. Easy, right? • --How to Sync Any Desktop Calendar with Google Calendar by Adam Pash. Lifehacker. July 29, 2008. Located at: http://lifehacker.com/399407/how-to-sync-any-desktop-calendar-with-google-calendar

  45. Google Docs • Best Practices for Managing Work Product • Most folks have not entirely converted to using Google Docs yet • But we do have some idea about what folk are using it for…

  46. Syncing with Basecamp • 1. Copy subscription URL • RightClick on " Subscribe to iCalendar" link in Basecamp, • Then click on "Copy Link Address.” • 2. Add URL to subscribe • Get to "Add via URL" page,  • Press "Ctrl"+"V" to paste link, • *IMPORTANT* Change first part of URL from "webcal" to "http", resulting in something like this    [http://***.basecamphq.com/feed/project_ical?token=***&project_id=***] • --From Google Calendar Help: http://www.google.com/support/forum/p/Calendar/thread?tid=763b6dd81325650c&hl=en

  47. Syncing with Basecamp Paste Link Here

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