COLL131: Employ Google Applications Now! April 17, 2009
Presenters • Rachel R. Medina LSNTAP • Sandra W. QuilesMass. Law Reform Institute
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
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
Interlude • Which camp are you in?
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?)
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.
Gmail • Accounts: getting/sending email from other email addresses • (Labels) • Filters • Lab features
Gmail Settings Customize your Gmail account through Settings, from basic Timezone to vacation emails. Accounts (Labels) Filters Labs
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: firstname.lastname@example.org Cingular email@example.com Nextel firstname.lastname@example.org Sprint email@example.com T-Mobile firstname.lastname@example.org Verizon email@example.com ALLTEL firstname.lastname@example.org
Send email as:“email@example.com” Get email from other accounts:“firstname.lastname@example.org”“email@example.com”“firstname.lastname@example.org” (!)... Have your own domain Gmail Accounts
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
Showtime! Any Questions?
Google Apps • Integrating domain • Discuss web host support • Dashboard • Setting up http://mail.mydomain.org • Email setup • Catch all email
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
Google AppsStandard Edition Gmail Google Calendar Google Docs Documents Presentations Spreadsheets Google Sites Websites Group wikis Let’s Get Started
Google AppsDomain Integration Basic Information Name Email Use a backup email address: email@example.com Phone Organization Information Name Type (next) Administrator Account firstname.lastname@example.org password Terms and Conditions !!
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
Showtime! Any Questions?
Thank you :) Thanks to LSNTAP for this opportunity
Google Calendar • Using Your Individual Calendar • Setting Up Master Calendars • Syncing Calendars & “Going Mobile”
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
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
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”
Share with Everyone in the Domain • Click on the down arrow
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
Public Calendars • Settings>Calendars>Import Calendars>Browse Calendars
…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:
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
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
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
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…
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
Syncing with Basecamp Paste Link Here