Google

Intro

We use Google Apps for Work which provide our email, calendar and online file storage.

To use it open Chrome and sign into Gmail using your work email and password.

Open a new tab in chrome (click the + icon at the top of the chrome window) and then click on the grid of dots in the top right of the window:

You can choose each of the apps from here. 

Docs is equivalent to Microsoft Word, Sheets to Excel, and Slides to powerpoint.  Here are some video introductions to Docs and Sheets.

All of the apps store information with Google (in Drive), rather than on your PC, so you can pick them up and work on them from another PC or a phone, or collaborate with other people very easily.  Changes are saved automatically and old versions are kept in version history.

Drive stores all of the google documents, and can also store any other documents that you have.  Here is a video introduction to Drive.

You can also get to the files in drive from Windows Explorer using File Stream; you'll find File Stream in the left hand panel on windows explorer:

You can open it and access the files in your Google drive.  You can also move any other files into this folder and they will be uploaded to your Google Drive.  This is very similar to the way Dropbox works).

https://www.google.co.uk/intx/en/work/apps/business/

See below for an Intro and probably out-of-date internal instructions. Search Google for latest instructions.

Adding new people to Staff Site (Oct 2016)

• • Because we have Page-Level permissions activated, adding ppl slightly more involved

  • Login as ben@arcolatheatre.com (or other account with right privileges)

  • From Home page, click on blue Share button, top right

  • In the site map menu click on Site-Staff at the top

  • This page has the Master Permissions from which most other pages get their permissions

  • Add/Remove people from this page as usual

Update Jan 2015 - Google Drive

As you probably noticed, Google released an update to Google Drive a few months ago. Most people didn't like it and have continued using the old version. We all need to move to the new version as it is undoubtedly better, and will keep getting better, even if it is a little annoying at first.

Some observations and tips, please do add more:

1. MyDrive - these are the files sync'd to your computer. Many people don't use this feature and do everything via the webinterface. DON'T use MyDrive without speaking to me first.

2. Incoming - this is the new name for all the folders and files to which you have access. The order seems random, with folders at the bottom. I think this is why people don't like the new Google Drive format. The key is not to use this link apart from when you are finding something new - once you find a folder you regularly use e.g. Production Archive, click on the 3 dots to the right of it and click "Add Star". This puts it in to your Starred folder. Many of the random files appearing in Incoming will disappear when we tidy-up. They are only there because people have shared specific documents instead of higher level folders.

3. Starred - this is where you should go to find the things you work on regularly. You control its content. Think of it like your personal filing cabinet, containing only the stuff of interest to you, gathered from the thousands of documents available from across the company. BUT it is a special filing cabinet which shares updates with everyone, instead of us each having our own copy of the same docs which are then out of sync.

4. Recent - instant access to the documents you have been working on recently

Search - this is revolutionary. Most of you have probably forgotten life before search. In the past you need to know where something was in order to find it. Now you just need to know one thing about it.

 - Notice how the most relevant files appear before you have finished typing - you can click on the links which appear

 -  Notice the AZ symbol top right. You can change sort order by relevance (docs with the search term in the title, come first) or last modified (most recent files). I expect more options will appear soon e.g. file name, file size, owner, etc. There is probably an advanced search function somewhere - anyone found it?

 - Notice the i symbol top right. When you click it a new panel appears/disappears on the right. This shows info about the file you select. There are 2 options - Activity or Details. The Activity option shows you the folder where the document is filed - so now you can find the folder where related documents are stored, probably find other more relevant documents and tidy-up whilst you are there! The Activity panel lets you see who else is working on the file - so you know which colleagues to consult about anything significant.

 - Notice that sometimes when you search a yellow window pops-up telling you that "there are additional items in your Trash which match the search". Check this, especially if a document has disappeared...

Google services have developed a long way since we moved to them. They are now close to offering the capability and convenience we hoped they would a year ago. This means we need to do some learning about the current status and probably change our way of using Google services to take advantage of the improved tools.

It seems that the last big hurdle for people is the annoyance of having to download Word/Excel documents to work on them and then re-upload. If you are the main person responsible for a particular area talk to me about maybe using MyDrive. For everything else, just accept the annoyance, it is a minor thing in return for which we get enormous benefit.

Please do share tips.

Arcola in the Cloud (1 June 2014, with updates since)

Google Chrome

Use Google Chrome for Google Apps, but keep Firefox for general browsing and for accessing any personal email etc.

In Chrome, set home pages to open all Google Apps in one click:

1. Go to Settings via the menu icon (like a pile of books) on the top right

2. In the menu section On Startup, click the link Set of Pages

3. Enter the following:

Theatre

http://gmail.arcolatheatre.com/

http://docs.arcolatheatre.com/

http://calendar.arcolatheatre.com/

http://staff.arcolatheatre.com/

https://sites.google.com/a/arcolatheatre.com/staff-info/diary

Energy

http://gmail.arcolaenergy.com/

http://docs.arcolaenergy.com/

http://calendar.arcolaenergy.com/

http://sites.arcolaenergy.com/

https://sites.google.com/a/arcolatheatre.com/staff-info/diary

4. Now you can get to everything you need just by opening Chrome.

Google Apps for Business Summary

Calendar - we continue using Google Calendar just as before.

Sharing calendars is now easier as you can add colleagues calendars to your calendar simply by typing their email address in to the Other Calendars box on the left panel of Google Calendar.

To share calendars across companies you need to request permission to view calendars. If you can just see that someone is busy (not the actual event), they need to give you permission.

Documents

We are now using Google Drive to store and share all of our company files. This is similar to other cloud file services such as Dropbox, Onedrive, iCloud. At their most basic, they provide cloud file storage which can be accessed through a website or through a synchronised folder on your computer.

Sites

Google sites provides an easy way of making websites. These can be shared with our colleagues internally (intranet) or publicly (conventional website). We use one site to provide company information to funders/partners (Due Diligence), another to keep our Board of Trustees upto date and another for internal communications (Staff).

.

Email

We are now using Gmail for our company email accounts.

Using Gmail does not prevent us from using and our preferred desktop mail client Thunderbird as before. We need just need to do some reconfiguring (see below).

Company Files

We are close to completing the transfer of all files from the old server to the new Google Drive. We must now address some important practical and legal issues.

1. Data Management

Our company files have been split between department managers so that the files for each Department have an Owner, responsible for keeping the files tidy and controlling access.

Theatre Data managers (Owners) are:

Management & General - Leyla

Production - Jamie

Development - Ruth

Marketing - Jack

Creative Engagement - Nick

Green - Feimatta

Technical - Geoff

Front of House - Charlotte

Bar - Johnny

Access to files is on a need-to-basis.

If you need to access files in a particular area you need to ask the Owner.

Owners - minimise who can access your files - the more access, the greater chance of mishap.

Remember that you can share just one document or a specific folder - you should never share your whole drive without my permission.

The OLD SERVER IS NOW OUT OF USE - do not save any files on to the old server or they will be lost (unless you have confirmed with the Owner above).

2. Data Protection

By accessing any Arcola files your agree that:

i) All data is and remains the property of Arcola Theatre/Energy (or controlled by, in the case of data owned by Third parties)

ii) Data shall be used only for the proper business activities of Arcola Theatre/Energy

iii) Data shall not be shared with other parties apart from in the proper course of Arcola Theatre/Energy business

iv) Data shall not be stored/copied/duplicated/transferred/replicated in any way apart from for conducting the proper business of Arcola Theatre/Energy

v) Any data stored on devices outside company premises shall be returned/destroyed upon leaving company employment/engagement (paid, voluntary or otherwise) or on request

vi) Good practice shall be employed to protect data from unauthorised access including through computers and portable devices

3. Accessing Files and Downloading to your Computer

On the GoogleDrive website you have two main areas:

 - Files in Shared with Me are available to you through the website

 - Files in My Drive are available online and synchronised to the GoogleDrive folder on your computer

Department Managers (data Owners) will have all of their department files in My Drive. This is because they are stored in the GoogleDrive folder on their computer which is automatically synchronised to the cloud for others to access.

Non-department managers should generally access files using the Shared with Me area website interface. The exception is files to which they need regular access, such as current shows. These can be added to your My Drive so that they are synchronised to your own computer for easy access. When you no longer need access, remove the files from My Drive. See below.

USE MY DRIVE CAREFULLY

- DO NOT add big folders shared with you to My Drive

- DO NOT install the GoogleDrive app on any computer (office or home) without my permission

My Drive

My Drive is used to synchronise files between your desktop and the server. Adding files to My Drive does not move them, it just tells Google that you want them to be synced to your computer.

Add as little as possible to My Drive - just the folders you work on a lot otherwise you will end up with a huge amount of data on your computer making the server go slow and putting data at risk of loss or theft.

Google is not perfect. There are some issues with My Drive so read carefully and check for updates as the system is still evolving: https://support.google.com/drive/answer/2375028?hl=en

4. Sharing Files with Colleagues / Partners

GoogleDrive allows the access to every file and folder to be individually controlled. This provides lots of flexibility but also the potential for confusion and data insecurity.

The main method we use is folder sharing by Department Managers (data Owners) who set permissions on their folders so that they show up in the Shared with Me area of appropriate users. Once established this should become invisible, with everyone having ready access to the documents they need without effort or discussion.

Thus we need to strike a balance between two contradictory drivers:

• Data security - minimising access to files, to reduce risks of data loss or theft

• Convenience - maximising access to files, to allow easy collaboration

The key to this is structuring our files so that setting the permissions on a few folders (permissions cascade down through nested-folders) provides the access control that we need. Permissions are set by right-clicking on a folder or document (on the website, not on your desktop) and selecting "Share..."

Downloading Documents

The move to Google provides additional opportunities beyond file storage in the form of Google Docs. The downside is that since Google is trying to take over the world, by default it will try to convert all documents to Google documents rather than simply download and open them.

To access conventional documents and files you can either:

- Add them to your My Drive and then access as usual via the GoogleDrive folder on your desktop; or

- Right-click on a file or folder and select download. When you want to put them back navigate into the folder in which you want to put the file or folder and click the red Upload button.

Google Documents

Google has the equivalent of Word, Excel and Powerpoint.

Google docs:

• Are hosted on the cloud, and now that we have moved the whole company there, they can be easily 'filed' alongside all of our normal documents.

• Are not as sophisticated as proper Microsoft documents and the formatting often breaks during conversion

• Can be edited by several people at the same time - genuine online collaboration

• Can be shared and read/edit permissions set

To Create a Google Document:

- Navigate to the folder where you want the new document to live and click the red Create button, or

- Open an existing Word or Excel document (click on it) and it will automatically be converted to a Google doc.

The decision to convert existing documents to Google Docs requires some thought. Don't do it without proper consideration.

How to Set up your new Email on Thunderbird

1. Click on the bold name of your existing email in Thunderbird. You should then see the options page. In the middle is the Accounts section .

2. In the Accounts > Create a new Account section Click Email

3. In the Would you Like a new Email Address section, click Skip This and Use My Existing Email

4. Enter your name, email address and password, click Continue and let Thunderbird find the Google details for you. When it has finished thinking click Done.

Set up IMAP in other mail clients (phones etc)

Usually you can go in to Email Accounts > Add Email Account and just choose Google and it will do everything for you, same as Thunderbird. Just in case you need them, the manual details are:

Incoming Mail (IMAP) Server - Requires SSL

imap.gmail.com

Port: 993

Requires SSL:Yes

Outgoing Mail (SMTP) Server - Requires TLS

smtp.gmail.com

Port: 465 or 587

Requires SSL: Yes

Requires authentication: Yes

Use same settings as incoming mail server

Full Name or Display Name: [your name]

Account Name or User Name: username@your_domain.com

Email address: username@your_domain.com

Password: your Gmail password

Access to Emails on the Old Server

You can still access your old emails by a direct connection to the Canary Wharf server using webmail:

http://mail.arcolatheatre.com/webmail

Username: youremail address

Password: your new email password (all have been updated)

Gmail Setup - some tweaks to make it easier to use

1. Settings > Inbox

Importance Markets - tick No Markers

Save Changes

2. Settings > General

Language - UK

Default Country - UK

Conversations per Page - 100

Conversation View - OFF

People Widget - OFF

Save Changes

3. Forwarding & POP IMAP

Leave POP disabled

Enable IMAP

Save Changes

4. Settings > Labels

Hide and untick Show in IMAP - Stared / Important / All Mail

Show and tick Show in IMAP - Inbox / Sent / Drafts / Spam / Bin or Trash

Hide - All Categories

There is no Save Button

5. Settings > Accounts

Get Email from Old Arcola Server (DOESN'T GET MAIL FROM FOLDERS)

Click Add POP3 account you own

Put a made up email in the first box of the pop up e.g. l@arcolatheatre.com instead of leyla

Enter the real email and password in the other boxes, plus:

pop.arcolatheatre.com

Port 995

Leave copy on Server

Use Secure Connection

NO label

NO Archive

Click Add Account

On the next screen: Don't need to be able to send messages from the made up account

Get Email from another Gmail account (includes moving within our Gsuite):

Probably need to turn on less secure apps

Email address and Username = person@arcolaenergy.com / person@arcolatheatre.com

Incoming Mail (POP3) Server: pop.gmail.com

Use SSL: Yes

Port: 995

Do NOT leave copy on Server

Google Calendar

I have done this for most people

1. Settings > General

Language - English

Country UK

Time Zone - GMT

Date Format - 31/12/2013

Time - 13:00

Week starts - Monday

Default View - Week

Location - London

SAVE

2. Settings > Calendars

Here you can Import Calendar events

3. Settings > Calendars > Shared: Edit Settings

By default all colleagues in company can see calendar. You probably want to add colleagues explicitly and give them the rights to Make Changes to Events

ADVANCED STUFF - IGNORE THIS

Changing Share Permissions

This solution should solve most stated problems. It does require a one time search on each user account and a top-level "move", but after that all shared subfolders and files will be accessible from then on: The key is to use a single root folder that is shared, and then always store into subfolders from there. 1) Create and Share a single folder to the organization, e.g. "OrgShares" 2) Be sure to set sharing permissions appropriate to your org as this will be your organizations root folder a) People at "YourOrg" can find and view b) Access:Anyone within Techgurus.com c) Only the owner can change the permissions. 3) If they have email, you can send them a link, OTHERWISE collaborators must search one time for "OrgShares", click the dropdown and select "Search [YourOrg.com]" 4) Collaborators must move (drag and drop, or check box and use the "More" menu) "OrgShares" into "My Drive" This move is similar to a top-level item move as you're not moving anything out of a folder However, if a user moves a subfolder into their "My Drive" that will remove it from everyone else's access just like normal. That's why you need to understand the permissions you put into place. For more understanding read: "About moving content from shared folders" http://support.google.com/a/bin/answer.py?hl=en&answer=2789107 5) If you have separate groups/teams/grades, simply create a Group from your dashboard https://admin.google.com/ and adjust the permissions on a subfolder for just that group. They needn't receive an invite, as long as they know where to browse from the root folder.

DNS Subdomains - all pointed at Google

gmail.arcolaenergy.com/arcolatheatre.com/horizonfuelcell.co.uk

calendar.arcolaenergy.com/arcolatheatre.com/horizonfuelcell.co.uk

docs.arcolaenergy.com/arcolatheatre.com/horizonfuelcell.co.uk

sites.arcolaenergy.com/arcolatheatre.com/horizonfuelcell.co.uk

Gmail/Thunderbird

https://support.mozillamessaging.com/en-US/kb/thunderbird-and-gmail#w_configuring-your-gmail-account

http://email.about.com/od/mozillathunderbird/gr/remove_duplicat.htm

Multiple Google Drives on one Computer - DOESN'T WORK!!!

https://support.google.com/drive/answer/2375023?hl=en

http://www.guidingtech.com/17243/run-multiple-google-drive-instances-windows-sync-accounts/

Google Account Conflicts:

New account is created with username in the form -

ben%arcolatheatre.com@gtempaccount.com

No data is lost.

Some data can be transferred, but most useful stuff needs to be done manually

"To continue using your data with these products, sign out of your current Google Account and then sign in using ruth%arcolatheatre.com@gtempaccount.com and the original password you used to access these products."

AdSense / Google Calendar / Google Docs / New Service / YouTube

Additional Apps:

http://www.cloudtechnologyalliance.com/member-spotlight-fujitsu-runmyprocess/

http://www.cloudallianceforgoogleapps.com/members/smartsheet/

http://www.cloudallianceforgoogleapps.com/members/spanning/

http://www.zendesk.com/product/key-features