Getting Started Guide

             


Getting Started with Google Apps

Mail and Calendar


                    








Welcome to Google Apps

Now that you have a new Google Apps account, you're ready to take advantage of all the benefits of Google Apps Mail, Calendar, and Docs. We think you'll find that these services will make communicating and collaborating with your coworkers easier and more efficient.

As a hosted service, Google Apps is different from Nicholls Groupwise in significant ways. 
Although Google Apps has many of the same features that Groupwise does, most of them work differently, so you'll need to spend some time getting acquainted with them. In addition, Google Apps has many helpful features that aren't available in Groupwise, and you'll want to learn how to use them as well. 

We know that this type of change can be difficult, especially when you're busy and need to get your work done. That's why we are committed to helping you make a smooth transition to Google Apps. We're available to help if you encounter any issues with your Google Apps, have difficultly with the services, or just need answers to your questions. 

How to Use This Guide

To get started with your new email and calendar services, follow the instructions in this guide to complete the following tasks:

Step 1: Access your new email and calendar services.
Step 2: Set up your email  (including personal contacts).
Step 3: Set up your calendar.

After you finish the setup tasks, browse the rest of this guide to learn more about using your new email and calendar services.

Benefits of Google Apps

Power and Convenience

  • A full 7 GB of storage for your email. Now, most users will no longer need to delete old messages to make more space.
  • Innovative features to help you work more efficiently, including email labels, email conversations, and Google-powered search.

Easy Access

  • Log in from any computer, anywhere to get email, check your calendar, or collaborate on a document. If you're remote or on your home computer, you can still access Google Apps in your web browser.
  • Never lose data, even if your computer crashes or is lost or damaged. All your work is hosted and safely backed up on Google’s secure servers instead of on your computer.  

Better Collaboration 

  • Coordinate meetings and university events by sharing calendars that anyone (or just a select few) can view alongside their own agenda.
  • Share documents, spreadsheets, and presentations that multiple team members can view and edit all at the same time.
  • Send and receive instant chat messages right in your Mail window.



Step 1: Access Google Apps



Log In to Your Google Apps Account
    1. Go to https://www.google.com/a/nicholls.edu
    2. On the "Google Apps" page, enter your id and password, and then click Login
    .

    In your list of services, select
    Email.Your Inbox appears. For example:

      Access Your Calendar

      To access your calender, click the Calendar link at the top of your Mail window:

      Your calendar appears. For example:


      Step 2: Set Up Your Email

      Set Up Email Filters

      Email Rules in Groupwise are not migrated to Google Apps. However, in Google Apps, you can set up "filters" instead, which provide similar functionality.

      1. Click Create a filter at the top of your Mail window:



      2. Enter your filter criteria in the fields:



      3. Optionally, click Test Search to see which messages currently in Google Mail match your filter terms. You can update your criteria and run another test search.
      4. Click Next Step.
      5. Select one or more actions to apply to messages that match this filter's criteria:



        Note: These actions are applied in the order in which the actions are listed. For example, you could choose to Forward matching messages to a specific email address, then Delete the messages.

      6. Click Create Filter.

      For more information about email filters, see the Google Apps Help Center.

      Create an Email Signature

      You'll need to create a new email signature in Google Apps. 

      1. Access Google Mail.
      2. In the upper-right corner of the Mail window, click Settings
      3. On the General page, in the Signature section, create your signature. 
      4. Click Save at the bottom of the page.

      Note: 
      • Your signature can be plain text only. 
      • You can't add a corporate logo to your signature. 
      • You can set up only one signature.


      Step 3: Set Up Your Calendar


      To complete the switch from Groupwise to Google Calendar, you might need to set your time zone and other options, recreate your calendar events in Google Calendar, set a different default reminder time for events, and turn on invitation replies (notifications you receive when attendees accept or decline your invitations).

      Set Time Zone and Other Options

      The default time zone, language, and other locale settings for Google Calendar are:

      • Time zone: Central Time
      • Display language for interface: English, unless you chose another language when your first accessed your account.
      • Date format (for example, month/day/year): Depends on the language currently selected
      • Time format: 12-hour clock (for example, 1:00pm)

       
      To change the default time zone and other settings, follow these steps:

      1. Access Google Calendar.
      2. In the upper right Calendar window, click Settings
      3. On the General page, in the Language section, select a language. 
      4. In the Country and Your current time zone sections, select the appropriate options.
      5. In the Date format section, select an option.
      6. In the Time format section, select an option.
      7. Click Save at the bottom of the page.
          

      Create Your Calendar Events

      The first time you access your Google Apps account, your calendar will likely be empty or show only a few new event invitations.

      To create your calendar manually, you can can:

        • Send new invitations for events
        • Request others to send you new invitations to events

      Set Up Event Reminders and Invitation Replies

      By default, the event reminder is turned off for Google Calendar. You can turn reminders on, and choose whether to receive a pop-up notification or an email notification:

      1. Access Google Calendar.
      2. In the upper-right corner of the page, click Settings
      3. Click the Calendars tab.
      4. Under My Calendars, click the Notifications link for your calendar. For example:


      5. In the Event reminders section, click Add a Reminder:


      6. Set reminder options. 


      7. In the Choose how you would like to be notified section, select the email check box for Invitation replies.


      8. Click Save at the bottom of the page.



      How Google Apps Mail Is Different

       
      The following are some key features that make Google Mail different from Groupwise.

      Email Conversations Instead of Multiple Messages

      Rather than listing each message reply as a new message in your Inbox, Google Mail groups a message and its replies in a conversation, which is listed only once. Opening a conversation shows all its messages in a neat stack, which you can easily collapse or expand. When a new reply arrives, the stack grows and the conversation is marked as unread, indicating there’s something new to look at. Grouping messages this way allows you to quickly retrieve all messages within a thread and reduces inbox clutter.

      Here's how a conversation appears in your Inbox:


      Here's what an opened conversation looks like:

      Labels and Stars Instead of Folders 

      Instead of organizing messages in folders, you can organize your Google email conversations by applying labels. The conversation remains in your Inbox with the label clearly shown. You can list all conversations associated with a label, similar to opening a folder of messages. But unlike with folders, you can view all conversations in your Inbox at once, regardless of label. And if a conversation applies to more than one topic, you can give it multiple labels, retrieving it with any label. Learn more about using labels

       
      The "stars" feature provides another way to categorize and access messages. Simply click the star icon to the left of any message to highlight it. You can then display any starred messages by clicking Starred in the left pane.

      Archiving Online Instead of Saving to Your Desktop

      With Google Apps Mail, you should no longer risk running out of space for storing email. Instead, you get 7 GB of online storage space for just your own email and attachments, all hosted on Google’s secure servers. With that much space, you should no longer need to save or delete messages to free up disk space, but can archive messages online instead. An archived message is removed from your Inbox but you can still find it later by viewing All Mail or using search. Or, add labels to messages before you archive them for even easier retrieval. Learn more about archiving email


      Google-Powered Search 
      Google Mail features the same powerful search technology used on the Web to perform accurate keyword searches of all of your email and attachments. Search by keyword, label, date range, or a host of other options. By also archiving messages, you can instantly find any message you've ever sent or received, without having to create elaborate folder structures or keep unwanted correspondence in your InboxLearn more about searching for email

      Using Email


      Send a Message

      1. Access Google Mail.
      2. In the pane on the left, click Compose Mail.



      3. In the To field, enter the first few letters of an attendee's full name to look up the address in your corporate directory.



      4. Enter a subject and the message.
      5. To add a file attachment, click Attach a file, and then browse to the file on your computer.


      6. Click Send.
      At message appears at the top of the Mail window, confirming that your message was sent.

      Reply to a Message

      You can reply to just the sender or to all recipients of a message.

      1. Open the message or conversation. If the message is part of a conversation, open the conversation and select the message to reply to.
      2. At the bottom of the message card, click Reply or Reply to all.


      3. Optionally, add other email addresses to which to send the reply.
      4. Enter your reply in the message field.
      5. At the bottom of the message card, click Send.

      Forward a Message

      You can forward a single message in a conversation or an entire conversation.

      To forward a single message:

      1. Open the message. If the message is part of a conversation, open the conversation and select the message to forward.
      2. At the bottom of the message card, click Forward.


      3. Enter the email addresses to which to forward the message, and add any notes in the message field.
      4. If the message has attachments, you can choose not to forward them by clearing the check box next to the file name, below the Subject field.
      5. At the bottom of the message card, click Send.

      To forward an entire conversation:

      1. Open the conversation.
      2. At the right of the conversation view, click Forward all.


      3. At the bottom of the message card, click Send.

        Note:
         All messages in the conversation appear in a single message card to the recipient. Each message is clearly marked, and messages are listed in order from oldest to most recent.

      Print a Message

      You can print a single message in a conversation or an entire conversation.

      To print a single message:

      1. Open the message. If the message is part of a conversation, open the conversation and select the message to print.
      2. Click the down arrow to the right of Reply, and then click Print.


        A printer-friendly version of the message appears.
      3. Use your web browser's Print options to print the message.

      To print an entire conversation:

      1. Open the conversation.
      2. At the right of the conversation view, click Print all.


        A printer-friendly version of the conversation appears.
      3. Use your web browser's Print options to print the message.

        Note: Each message in the conversation prints on a separate page.


      Using Your Calendar


      With Google Calendar, you can create a calendar event in multiple ways: using the Create Event link, clicking on the calendar, or using the Quick Add feature. 

      Create an Event

      To create an event:

      1. Log in to your Google Calendar.
      2. In the upper-left of your calendar, click Create Event to open the event details page.



      3. Enter details, such as recurrence, attendees, an agenda, and a reminder. 
      4. Click Save.

      Or, click on the calendar:

      1. Click a spot on your calendar to create a 1-hour event, or click and drag to create an event of more than 1 hour. Then type the event title in the box. For example:



      2. Click Create Event to publish the event, or click edit event details to invite attendees, add an agenda, and so on.

      Or, use Quick Add:

      With Quick Add, you can type text such as "Meeting with Jane at 2pm next Wednesday," and Quick Add enters a new event on your calendar. If you type the full email address of an attendee, such as "joe.richards@soloarmora.com," Quick Add adds the attendee to the guest list and asks you if you want to send an invitation to the attendee.

      1. In the upper-left corner of your calendar, click Create Event to open the event details page.



      2. Type a description of your event. For example:



      3. Click the plus sign.

      Invite Attendees and Enter Event Details

      If you've already published your event, you can edit its details by clicking the title of the event on your calendar:


      Note: Once you've finished entering event details, click Save at the bottom of the event details page.


      To invite attendees:

      1. Open your event.
      2. Click Check guest and resource availability.


      3. In the Find a Time window, in the Attendees field, enter the first few letters of an attendee's full name to look up the address in your corporate directory.


        Important: You can't invite add email list (mailing list) to the attendees list. If you do, the members of the list won't see the event on their calendars. However, you can create a contact group instead, using the contacts picker, which allows you to choose contacts from your corporate directory. You can then add that group to the attendees list. For details about creating contact groups using the contacts picker, see Add a Contact or Group.
      4. In the Find a Time window, check availability of attendees. This window shows the free/busy information for any employee, even those still using Outlook. If necessary, use the options in the window to change the time for your event.
      5. Click OK.
      6. Alternatively, you can invite attendees as follows: In the Guests box on the right, enter the email addresses of the people you're inviting, or click the Choose from contacts link to open the Contacts Picker, with which you can find addresses of [company name] employees, or add a contact group that you already created. (For details, see Add a Contact or Group.)





      7. Optionally, in the Guests box on the right, let attendees invite more people to your event or view who else was invited.
      8. Click Save.
      Google Calendar asks you whether you want to send invitations to the attendees.
      Your attendees can respond to the event and leave comments in the event details.


      To book a room or other resource for your event:

      1. Open your event.
      2. Click Check guest and resource availability.



      3. In the Find a Time window, under Where, do either of the following:
        • Start typing any part of the room or other resource's name in the "filter room" box. A list of matching resources appears in the list. For example:



        • Browse the list to find the room or other resource you want to book. For example:



      4. Check the icon to the left of the resource name to see if it's available during the time of your event:
         - Resource available
         - Resource not available 
      5. To see all the free/busy times for a resource, select the resource in the list and then click Add. The resource appears in the attendees list. If necessary, use the options in the window to change the time for your event.
      6. To book the resource, make sure it's in the attendees list, and then click OK.


      To set a reminder for your event:

      1. Open your event.
      2. In the Options box on the right, choose the type of reminder you want (pop-up or email message) and when you want to receive it:


      3. To add more reminders, click Add a reminder


      To set up a recurring event:

      1. Open your event.
      2. Select an option in the Repeats drop-down list:



      Add an Attachment to an Event Invitation

      At this time, Google Calendar doesn't let you add a file attachment directly to an event invitation. However, you can add a link to a document on the intranet or to a document you created in Google Docs. If you want to attach a Microsoft Office document, you can upload it first to Google Docs (which converts it to the Google Docs format), and then add the URL to the Google Document to your event.

      1. Open your event.
      2. Copy and paste the URL to the document in the Description field:



      Note: Alternatively, you can do either of the following: 

      • Send the attachment in a separate email message to attendees.
      • Schedule the event through Google Mail: Compose a new message and attach the file. Then click Add event invitation and enter information about the event.

      Share Your Calendar

      By default, your "free/busy" calendar information is shared with everyone in the selu.edu domain. You can share additional information with everyone or just specific employees, or stop sharing all calendar information.

      1. Access your Google Calendar.
      2. In the My calendars list on the left, click the down-arrow next to the appropriate calendar, and then select Share this calendar



      3. Select the sharing options you want to use for your calendar.

      View Another User's Calendar

      If other users have shared their calendars with you, you can add them to your list of shared calendars. If a user hasn't yet shared his or her calendar with you, can can send a request to that person. 

      1. Access your Google Calendar.
      2. In the Other calendars box on the left, click the Add down-arrow, and then select Add a friend's calendar.


      3. Enter the appropriate email address, and then click Add.
        If the user has shared his or her calendar, it appears in your list under Other calendars, and the user's events appear on your calender. 
        Note: To hide or show the user's events on your calendar, simply click the calender in your list.
      4. If the user has not shared his or her calendar, a page appears, on which you can send a request to the user. Edit the default message if you like, and then click Send Request

      Print Your Calendar

      1. Make sure the calendars you want to print are selected in your list under My Calendars. If not, simply select the calendars to highlight them. 
      2. At the top of the calendar view, select the view you want to print; for example, Day or Week:


      3. At the top of the calendar view, click Print.
        The Calendar Print Preview window appears, on which you can select a font size, page orientation, and other options.
      4. Select the options you want, and then click Print.

      Create a New Calendar

      In addition to your account's primary calendar, you can create any number of secondary calendars. Each calendar you create appears in your list under My Calendars

      1. Access your Google Calendar.
      2. In the My calendars box on the left, click Create
        The Create New Calendar window appears.


      3. Enter a name for the calendar. You can also select a time zone and sharing options for the calendar.
      4. When you're finished setting up the calendar, click Create Calendar.

      Note: The number of calendars you can create at one time is limited. If an error message appears after you create several calendars, wait 24 hours, and then try again.

       



      Managing Your Contacts

       


      Use Auto-Complete Address Entry

      Google Apps contacts manager knows the addresses of all employees. In addition, it automatically remembers email addresses of other people outside of  Nicholls with whom you've corresponded. Therefore, when you start typing an address in an email message or event invitation, the addresses of personal contacts, employees, and anyone with whom you've corresponded automatically appear. For example:



      Use the Contacts Picker

      The contacts picker lets you select any of your personal or corporate contacts when composing and email messages or scheduling an event. With the contacts picker, you can search for contacts using auto-complete address entry, or browse the list:


      To access the contacts picker when composing and email message:

      Click the To: link:


      To access the contacts picker when scheduling an event:

      In the event details window, click Choose from contacts under Add Guests:

      View Your Personal Contacts

      1. Log in to Google Apps.
      2. On the left, click Contacts.
        Your contacts list appears. For example:



      3. To view a contact's information, select its check box.

      Add a Contact or Group

      To add a contact:

      1. View your Contacts list. 
      2. Click the New Contact button in the upper-left corner of the contacts manager.
      3. Enter your contact's information in the fields. For additional fields, click More.
      4. Click Save.

      Note: Each time you reply or forward an email message, or move a message from the Spam folder to your Inbox, contacts manager adds the email addresses to the Suggested Contacts area of your Contacts list.


      To add a contact group using personal contacts:

      1. View your Contacts list.
      2. Click the New Group button in the upper-left corner of the contacts manager.
      3. Enter the name of the group.
      4. Click OK.
      5. In the Contacts list, select the contacts you want to add to the group.
      6. Open the Groups drop-down list at the top of the pane on the right.
      7. Select the group to which you want to add the contacts.

        Note:
         When sending email messages or inviting attendees to an event, you can enter the name of the group in the To field, instead of entering each contact individually.

      To add a contact group using the contacts picker for corporate contacts:

      1. Open the contacts picker by doing one of the following:
        • If you are composing an email message, click the To: link.
        • If you are creating an event invitation, under Add Guests, click Choose from contacts.
        The contacts picker appears:



      2. In the Search contacts box, start typing the name of a contact you want to add to the group. Then click the name to add it to the list below:



      3. Continue adding contacts to the group.
      4. When you are finished, click Save as Group.
      5. Enter the name of the group, and click OK. For example:


      6. To add the group to your email message or event invitation, click Done.

      Note: You can quickly invite the same group to any future events you schedule in the future:

      1. In your invitation, click Choose from contacts.
      2. Selecting the group in the drop-down list in the contacts picker:



      3. Click Select all:



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