Gmail and Google Calendar: Quick Start

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GO.NCSU.EDU/GOOGLEAPPSQUICKSTART

Google Apps @ NC State - Quick Start

Hosted by Office of Information Technology (OIT) and Google Apps Implementation Team

This document is online at:

go.ncsu.edu/googleappsquickstart

Google Apps @ NC State Suggestion Box

NOTE: You may need to hold down the “Shift” key when clicking on a link on this page.

Google frequently updates the apps interfaces and functions, so the links to videos and documents below may not show the current versions.

Overview of Google Apps

Contents of this page

Gmail

Helpful Gmail Resources

Calendar

Helpful Calendar Resources

Helpful Google Apps Resources
Assistance with Google Apps at NC State

Additional Resources

Gmail and Google Calendar for Administrative Assistants
This community includes a live forum, interesting links, an event calendar, and a wish list.
In addition to the new community, Google also provides a new Gmail for Administrative Assistants Guide, which contains getting-started information on email delegation, common Gmail tasks, Gmail tips and tricks, and Gmail Labs of particular interest to administrative assistants.
Use Google My Drive or Google Shared Drives for sharing large files
NC State Web Registry - for requesting/managing generic and global calendar resources and shared Groups.
Personal Gmail Groups - not shared. Personal mailing groups based on your Gmail Contacts.
Shared Groups - Use NC State’s Web Registry service for requesting/managing shared groups. Google groups is an alternate to NC State’s MajorDomo 2 - NC State’s List Services. Note: Do not use the generic Google Groups services for NC State related groups. Use the NC State’s Web Registry service to request/manage groups.

Searching

Screen searching (find)

Ctrl + F (PC) or CMD + F (Mac)
When used together will bring up a search-this-page feature in any browser or application.

Google Search

Search using operators

Google Doc Accessibility Tool - University IT Accessibility has released a new conversion tool that allows people to share Google Docs more easily with assistive technology users. For more information about this new tool, visit Accessibility at NC State, Getting My Google Doc in a More Accessible Format or the NC State Accessibility Web Site, http://google.ncsu.edu/accessibility/google-apps-accessibility

Other

2-Step Verification at NC State - Google 2-Step Verification

Soon at NC State - New Google Identity Verification Feature
Identity verification to keep your account safe
Keep your Google Account Safe
Google+
Google+ Privacy settings
Google+ Profile Photo
Google Takeout - download a copy (make an archive) of your Google Account contents
How to get your own personal Google account
Google Marketplace, 3rd Party Apps, Scripts, Plugins, Add-ons

Important Notes

Note 1: Limitations - Google Apps for Education accounts are currently limited to Sending 2,000 Gmails (envelopes) per day.
Note 2: Email client. Use of the Web client (a web browser) is recommended. If you use another email client, to avoid outside restrictions, use smtp.ncsu.edu for the Outgoing Server (SMTP) and change the Port setting to 25.
Note 3: Aliases are not included in the Google ncsu.edu domain directory. So the Google domain does not know they exist. Whenever anything is shared or invited in our Google ncsu.edu domain, it MUST be done using the unityid@ncsu.edu format - not the alias, user_name@ncsu.edu, format. So, if you're sharing a Google Doc, or a Site, or inviting someone to an Event Chat, or Talk, it must use the unityid@ncsu.edu address. If you do not know someones Unity ID, go to http://www.ncsu.edu/directory/, look them up, click on their name to get detailed information, look in the address bar, their Unity ID will be at the last part - at the end of the line just after the “=” sign.
However, aliases may be used only in Gmail messages as they are not dependent on the Google domain directory.
Note 4: Using multiple accounts (sign ins) simultaneously. The default is not to allow multiple accounts to be used simultaneously in the same browser. However, you change your Account Settings (not Gmail settings) to allow multiple sign ins in the same browser. See: Using multiple accounts simultaneously. Be aware that some browsers (older versions) may not support this feature or the second sign in may switch back to the first signin. If this happen to you, either upgrade your browser, use another browser or check out the other options. Multiple sign ins seems to always work in Chrome.
Also Note: When you sign out of any of the accounts- in a single browser -, Google will sign out all of the accounts.

Note 5: Large files. If you send a file that is too large, more than 25 MB, it will fail. You will receive an error message letting you know the message is too large. 25 MB is the maximum size that the entire file can be. This includes the message, all attachments, signatures, etc. Plus, the messaging service itself creates some overhead as well. To avoid, or remedy, the problem, see Sharing Large Files, Google Size Limits, and Velocity.
Recently added to Gmail is the ability to attach a file from your Google Drive. This file can be up to 10 GB.

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Google Chrome

Chrome should already be installed on all NC State computers. If you don’t see it:

On PCs, if it is not already on your desktop, click on Start, type Chrome in the search box, click on the Chrome Icon to start Chrome or drag it to either the Desktop or the Taskbar for quick access.
On Macs, click on Finder > Applications, look for Chrome, click on the Chrome Icon to start Chrome or Drag it to the Dock for quick access.

Getting Chrome (only for non-managed desktops at NC State)
Getting Started with Chrome

Gmail

Interface & Basics

Composing & Sending

The new Compose interface (Video)
Composing and Sending messages
Composing Mail in Gmail (video 5:31) (old interface)
Note: When you send to yourself or reply to a list that includes you, the message may be delivered to your “All Mail” instead of your Inbox.
Sending mail from a different address
Create a Mail Merge with Gmail and Google Docs
Sending to a group of people

Drafts

Saving Drafts (use the “X” in the new interface to save as draft. Click on the Trash Can” icon to delete a draft.
Gmail contest using drafts (video 1:01)

Replying & Forwarding

Replying to messages
Forwarding
Forward an Email Message (video)
Forwarding to another email account automatically
When you include yourself in a forwarded message, it is delivered to your “All Mail” instead of your Inbox.

Conversations

Attachments

Attachments (25 MB limit) Also, see Inserting inline Images
NOTE: For attachments larger than 25 MB or to transfer files between remote computers, consider using Google My Drive or Google Shared Drives.
Insert files using Google Drive in Gmail, (detailed text)
View and save Gmail attachment directly with Drive

Contacts, Groups, Lists

Creating contacts
Importing CSV files
Importing contacts (video 3:54)
Exporting Unity/Webmail Contacts and Importing to Gmail
Updating (video 3:25)
Deleting (video 1:14)
Managing (video 4:27)
Restoring, (video 2:28)
Exporting (video 1:34)
Gmail Contacts & Groups (videos)
Note: Contact Groups is a mail server function used solely within Gmail and managed by the account owner. For more sophisticated subscription-based list server, centrally managed, services like Listserv or Majordomo. You can also request/manage shared groups using another Google service, Groups, managed through NC State.

Labels

Using labels
Managing your Inbox: Understanding Labels (video)
Using Labels (video 3:12)
Nested Labels
Nested Labels (video 2:22)
Create nested labels
Creating nested labels and appyling colors (video 2:18)
Renaming a label - Go to the Mail Settings > Labels tab > Click on a label name and it turns into an edit field.

Priority Inbox

Archiving

Searching

Searching Gmail
How to Use Basic and Advanced Search for Gmail
Using Search in Gmail (video 2:59)
How to search for messages video 3:05)
Gmail Advanced Search - http://support.google.com/mail/bin/answer.py?hl=en&answer=7190
Gmail Advanced Search Operators
Conquer your Inbox with Gmail Advanced Search Operators
Sort your Gmail by size - for example to find all messages that are greater than 5 MB - in the Gmail search bar > select type in “size:5m” then press Enter. Or, larger than 10 MB and more that 2 years old:
“size:10m older_than:2y" then press Enter.

Themes

Signature

Filters

Canned Response

Labs

Tasks

Invitation

Insert a calendar invitation in an email

Chat - Instant messages

Using Chat in Gmail (video 5:05)
About Chat
Chat Help
Group Chat
Computer-to-computer voice & video Chat
Voice and Video Chat - You’ll need an attached microphone for voice calls and a camera for video chats.

Telephone with GMail

Grant access to your Gmail account

Set up Gmail Delegation

Email addresses @ NC State

After Google Day (November 30, 2011), Gmail and MajorDomo2 (NC State’s List Services) will still work with "@gw." or @gw.fis.”.. included in the addresses. However, they will work for only work for 6 months after Gday. Subscribers need to update the addresses to use unityid@ncsu.edu . Go to Gmail Contacts, search for “gw.” and “gw.fis.” then select the entries and edit out the “gw.” or the “gw.fis.”.
Aliases (first_lastname@ncsu.edu) may be used in Gmail messages as they are not dependent on the Google domain directory. If need to find out someones Unity ID, go to http://www.ncsu.edu/directory/, look them up, click on their name to get detailed information, look in the address bar, their Unity ID will be at the last part - at the end of the line, just after the “=” sign.

Helpful Gmail Resources

Google Apps Modules - Gmail (detailed training)
Why can’t I sort my Gmail?
Security

Keeping Your Gmail Account Safe
Phishing

Granting Access to Your Account: Setting up GMail Delegation - Gmail > Settings > Accounts > Grant access to your account
Inbox Zero

Lynda.com

Google Gmail Essential Training

Calendar

Basics

Appointments & Events

Invitations

Repeating Events

Appointment Slots

Views

Change Calendar Views - Day, Week, Month, 4 Days, Agenda, Custom (Year View & Smart Rescheduler - Labs)
Google Calendar -Tutorial 2 - Views (video 4:45)

Sharing

Settings

Labs

Duplicate/Copy Events

Duplicate an event: Edit event > More Actions > Duplicate Event
Copy an event (video 0:26)

Import/Export

Import events from iCalendar or CSV files
Export Calendars (Settings > Calendars)
Importing other calendars into Google Calendar (video 3:37)

Tasks

Time Slots

Time Slots Scheduling

Helpful Calendar Resources

Lynda.com

Google Calendar Essential Training

Helpful Google Apps Resources

Google Apps Education Training Center (free)
Google Apps Modules (detailed training)

Gmail
Calendar
Drive - includes:

Introduction to Google Drive
Sharing, Privacy, Printing, and Publishing
Docs
Sheets (formerly Spreadsheets)
Slides (formerly Presentation)
Forms (Forms are part of Sheets)
Drawings
Google Drive on the Web
Google Drive on Mobile Devices

Sites

Google training and tutorials at lynda.com (not free)

Google Apps YouTube channel
Google Apps Webinars, Events, and User Groups
The Ultimate Google Apps Training Guide
Google Gooru (YouTube)
Google Gooru University
Google Earth
Other Google Apps services @ NC State

Webregistry@ncsu.edu Google Groups @ NC State - Generic Accounts, and OIT Web Hosting Services, etc. You will need to enter your Unity ID and password in order to request or edit a Webregistry service at NC State.

Google Help Centers - A variety of help centers.
Google Drive Support - Google Docs & Drive

Assistance with Google Apps at NC State

Google (use the search engine to find solutions)
Google Help Centers - A variety of help centers.
YouTube (search for Google Apps videos)
Google Apps YouTube channel
Where do I go for Google Help at NC State?
Other Help: Campus Help Desks
NC State Help Desk

Email help@ncsu.edu
Telephone 919.515.HELP (919.515.4357)

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